Assistant Parish Secretary

SUMMARY

Provides assistance to the Parish Secretary and to the Parish Administrator as needed. Responsible for the secretarial functions in effective implementation of administrative policies and procedures of the parish.

ESSENTIAL DUTIES AND RESPONSIBILITIES

DISCLAIMER: This description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all duties which may be required from day-to-day.

· Assists Parish Secretary.

· Gathers necessary information and creates the Police Jury meeting agenda and committee meeting notices.

· Gathers necessary information and creates the Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier meeting agenda.

· Distributes Police Jury meeting agenda and committee meeting notices to various agencies before each meeting.

· Distributes Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier meeting agenda to various agencies before each meeting.

· Responsible for running recording and voting machine during police jury meetings.

· Posts legal ads in the local newspaper pertaining to Police Jury business matters.

· Post legal ads in the local newspaper pertaining to Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier.

· Drafts narrative and/or other reports as requested.

· Maintains official Police Jury meeting minute books and indexes.

· Maintains official Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier meeting minutes and indexes.

· Obtain and maintains all parish vehicle insurance.

· Create, distribute, and maintain invoices for Parish Highway Department.

· Assists Parish Secretary with Managing Voting Precincts by:

• Ensuring adequate supplies and equipment are delivered to voting precincts prior to elections, and picked up afterwards.
• Making sure “vote” signs are delivered and installed at locations as necessary, and picked up afterwards.
• Serving as point of contact to provide emergency supplies, equipment, etc. for voting precincts.
• Coordinating necessary repairs, handicapped accessibility maintenance, etc. at voting precinct locations.
• Periodically performing inspections of all parish voting precincts to ensure handicapped accessibility and safe conditions for commissioners and the public.
• Responsible for the scheduling of public hearings, etc., as needed in the event of relocation of a precinct polling place.
• Responsible for find new polling locations when necessary.

· Assists Parish Secretary with responsibilities for redistricting and reapportionment (scheduling meetings, creating ordinances/resolutions, assists with creation of new precinct legal descriptions with assistance from GIS and Registrar of Voter).

· Assists Parish Secretary with responsibilities for yearly Board of Tax Review (receiving appeals, preparing responses).

· Assists Parish Secretary with maintaining files on Louisiana Community Development Block Grant projects, including processing invoices for approval and payment; upon approval for payment and receipt of funds from the State, responsible for issuance of checks for payment of said invoices. Assist grant administrator in the publishing of grant related notices and in the adoption by the police jury of all relevant grant policies and resolutions.

· Assists Parish Secretary with maintaining files on Louisiana Government Assistance Program and Community Water Enrichment Fund projects, including processing invoices for approval and payment; upon approval for payment and receipt of funds from the State, responsible for issuance of checks for payment of said invoices. Responsible for publishing of grant related notices and in the adoption by the police jury of all relevant grant policies and resolutions.

· Assists Parish Secretary with responsibilities in preparing and submitting all Capital Outlay Project applications.

· Creates and manages Cooperative Endeavor Agreements for budget appropriation.

· Creates and manages annual video poker licenses for the parish.

· Creates and manages parish peddler permits.

· Arranges, participates in, handles registrations, makes hotel reservations, and implements, as directed, conferences and other meetings.

· Arranges travel, hotel, and car reservations for Administrator, Engineer, and other Police Jury personnel; and prepares itineraries.

· Assists Parish Secretary with reviewing correspondence and responds to written inquiries arising from matters discussed in Police Jury and other meetings.

· Assists Parish Secretary with responsibilities for filing ordinances and other legal documents in the Clerk’s Office.

· Answers routine telephone inquiries.

· Relieves receptionist as needed.

· Assists Parish Secretary with managing all parish board appointments.

· Researches minutes for inner-office records requests.

· Prepares notices for budget publications.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

One year certificate from college or technical school and one to two years of related experience and/or training; or equivalent combination of education and experience. Minimum of two years secretarial and administrative experience.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals, ability to write routine reports and correspondence, ability to speak effectively before groups of customers or employees of the parish.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, and volume, ability to apply concepts of basic finance and statistics.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

None Required

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; stoop and kneel; and talk and hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

BPPJ IS AN EQUAL OPPORTUNITY EMPLOYER. WE DO NOT DISCRIMINATE ON THE BASIS OF RACE, RELIGION, COLOR, SEX, AGE, NATIONAL ORIGIN OR DISABILITY.

Job Type: Full-time

Pay: $39,420.42 - $72,580.15 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Administrative: 2 years (Required)

Ability to Commute:

• Benton, LA 71006 (Required)

Ability to Relocate:

• Benton, LA 71006: Relocate before starting work (Required)

Work Location: In person

Salary : $39,420 - $72,580