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Administrative Office and Records Management Assistant
4 weeks ago
SUMMARY
Under the Supervision of the Executive Secretary, this individual serves as an assistant in the Administrative Services area and as receptionist of the Support Services Center. This individual performs a variety of secretarial, clerical and receptionist tasks primarily focused on assisting the Executive Secretary, answering phones, and greeting visitors; commitment to maintaining strict standards of confidentiality regarding library documents and actions is essential; performs related and other work as required.
REQUIREMENTS
Training and Experience
- High School diploma or equivalent
- Minimum one year paid experience as a secretary or office assistant or records management assistant OR 30 hours of college coursework.
Preferred Training and Experience
- Preference will be given to applicants with paid work experience.
- Experience as a receptionist
- Experience with records management
Highly Desirable
- Experience answering multi-line phones.
- Experience with making travel arrangements.
Knowledge, Skills and Abilities
Good knowledge of:
- office practices;
- computers and software (Internet, email, Word, and data entry);
- office equipment including fax machine, photocopier, shredder, scanner, and laminator.
Skills:
- Possession of good interpersonal skills in relating and communicating effectively with the public, staff and vendors.
- Possession of a clear, pleasant speaking voice is highly desirable.
Ability to:
- learn and use new office technologies;
- keep detailed and accurate records;
- make reports;
- maintain files;
- communicate effectively, both orally and in writing;
- use resourcefulness, tact, courtesy, and respect in dealing professionally with public, staff and vendors;
- create and maintain courteous, pleasant impressions of the library;
- consistently interpret and apply internal policies and procedures to administrative activities.
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 frequently required to stand, walk, sit, twist, talk, hear, and use hands to reach for, finger, grasp, handle, feel and/or operate objects, tools, or controls. Hand-eye coordination is necessary to operate computers and office equipment. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
The employee is frequently required to stand for periods of time. The employee is occasionally to frequently, required to climb, balance, stoop, crouch, squat, kneel, and crawl. The employee must occasionally to frequently lift and/or carry up to 20 pounds, frequently to constantly lift and/or carry up to 10 pounds. Employee must frequently to constantly push and/or pull loaded book carts and/or boxes of materials weighing up to 75 pounds.
ESSENTIAL FUNCTIONS
- Provides general secretarial support to Administrative Services area including photocopying, shredding, faxing, answering phones, creating memos and/or letters, distributing mail and reports.
- Assists the Executive Secretary with making travel arrangements for staff and the Board.
- Responsible for answering main phone of Support Services Center; routes calls to appropriate department and/or person; greets visitors to the Support Services Center and directs visitor to appropriate department and/or person.
- Assists the Records Custodian in the fulfillment of public records requests and with records management duties
- May assist with filing in the Administrative area.
- Performs other necessary duties as required.
PRESENT SCHEDULE [subject to change without notice]
Monday - Friday: 8:00 a.m. - 5:00 p.m. (with 1 hour unpaid lunch)
APPLICATION DEADLINE
August 18, 2023
STARTING DATE
Two weeks after selection
SALARY
$ 18.50/hour + some benefits; required 12% deductions for all full-time employees for retirement through the city of Shreveport
BENEFITS
Paid vacation, sick leave, and holidays. Tuition reimbursement available after one year of employment.
A criminal background check and a drug screening are part of the pre-hire process. The State of Louisiana Revised Statute 15:587.1.1 requires fingerprinting by local law enforcement and background checks by the Louisiana Bureau of Criminal Identification and Information and these checks will be conducted on a yearly basis for positions which provide outreach to daycare centers. A mandatory full day orientation is part of the new hire process; these orientations are on Tuesdays from 9:00am to 5:00pm. We do not discriminate on the basis of race, ancestry, color, national origin, sex, religion, age, marital status, non-job related physical or mental disability, veterans' status, sexual orientation or gender identity. Our facilities are non-smoking. 08.12.24
Job Posted by ApplicantPro
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