Administrative Office and Records Management Assistant

4 weeks ago

Shreveport, United States Shreve Memorial Library Full time
Job DescriptionJob Description

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

  1. High School diploma or equivalent
  2. 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

  1. Preference will be given to applicants with paid work experience.
  2. Experience as a receptionist
  3. Experience with records management

Highly Desirable

  1. Experience answering multi-line phones.
  2. Experience with making travel arrangements.

Knowledge, Skills and Abilities

Good knowledge of:

  1. office practices;
  2. computers and software (Internet, email, Word, and data entry);
  3. office equipment including fax machine, photocopier, shredder, scanner, and laminator.

Skills:

  1. Possession of good interpersonal skills in relating and communicating effectively with the public, staff and vendors.
  2. Possession of a clear, pleasant speaking voice is highly desirable.

Ability to:

  1. learn and use new office technologies;
  2. keep detailed and accurate records;
  3. make reports;
  4. maintain files;
  5. communicate effectively, both orally and in writing;
  6. use resourcefulness, tact, courtesy, and respect in dealing professionally with public, staff and vendors;
  7. create and maintain courteous, pleasant impressions of the library;
  8. 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

  1. Provides general secretarial support to Administrative Services area including photocopying, shredding, faxing, answering phones, creating memos and/or letters, distributing mail and reports.
  2. Assists the Executive Secretary with making travel arrangements for staff and the Board.
  3. 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.
  4. Assists the Records Custodian in the fulfillment of public records requests and with records management duties
  5. May assist with filing in the Administrative area.
  6. 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

  • Office Administration and Records Management Associate

    1 week ago

    Shreveport, Louisiana, United States Shreve Memorial Library Full time

    Job OverviewPOSITION SUMMARYUnder the guidance of the Executive Secretary, the individual in this role will provide essential support within the Administrative Services sector and act as the first point of contact at the Support Services Center. This position encompasses a range of clerical, secretarial, and reception duties, primarily aimed at assisting the...

  • Administrative Assistant

    3 months ago

    Shreveport, United States Linden Management Full time

    Job DescriptionJob DescriptionSummaryLinden Management is seeking a motivated, self-starter with excellent computer skills for the position of Administrative Assistant. Diverse job duties cover a wide range of responsibilities to include project coordination, developing organizational systems and procedures, answering calls, typing, documents and spreadsheet...

  • Administrative Assistant

    5 days ago

    Shreveport, United States Linden Management Full time $1

    Job DescriptionJob DescriptionSummaryLinden Management is seeking a motivated, self-starter with excellent computer skills for the position of Administrative Assistant. Diverse job duties cover a wide range of responsibilities to include project coordination, developing organizational systems and procedures, answering calls, typing, documents and spreadsheet...

  • Student Records Administrator

    1 week ago

    Shreveport, Louisiana, United States Human Learning Systems Full time

    Job OverviewPosition Title: Student Records AdministratorLocation: Shreveport Job Corps CenterReports To: Records SupervisorThe Student Records Administrator role is essential in supporting a contractor for the U.S. Department of Labor's Job Corps program, a federally-funded initiative aimed at providing comprehensive training and job placement assistance to...

  • Administrative Coordinator

    3 weeks ago

    Shreveport, United States i3 Verticals Management Services, Inc. Full time

    Job DescriptionJob DescriptionWe are seeking an organized and detail-oriented Administrative Coordinator to perform administrative duties and support our business operations. The successful candidate will be responsible for providing administrative support to management, filing and tracking contracts, onboarding new clients, and other duties as determined by...

  • Office Operations Coordinator

    1 week ago

    Shreveport, Louisiana, United States i3 Verticals Management Services, Inc. Full time

    Job OverviewWe are looking for a meticulous and organized Office Operations Coordinator to provide essential administrative support and enhance our business functions. The ideal candidate will be tasked with assisting management, overseeing contract documentation, facilitating client onboarding, and executing various responsibilities as assigned by...

  • Office Administration Specialist

    3 days ago

    Shreveport, Louisiana, United States Vintage Realty Company Full time

    Job OverviewBenefits:Dental coverageHealth coveragePaid leaveVision coverageVintage Realty Corporation is in search of an Administrative Assistant to support the Commercial Property Management division. This role involves delivering administrative assistance to various Property Managers within the organization. The ideal candidate will possess advanced...

  • Assistant Manager

    4 weeks ago

    Shreveport, United States Lotus Hospitality Management Full time

    Job DescriptionJob DescriptionBenefits:401(k)401(k) matchingBonus based on performanceCompetitive salaryDental insuranceEmployee discountsHealth insuranceOpportunity for advancementPaid time offVision insuranceResponsibilitiesOversee daily hotel operations and ensure guest satisfactionAssist in managing and training staff, including hiring and...

  • Affordable Housing Assistant Property Manager

    3 months ago

    Shreveport, United States Fairfield Property Management Full time

    Job DescriptionJob DescriptionBenefits:401(k) matchingDental insuranceHealth insurancePaid time offVision insuranceFairfield Property Management is seeking an organized and outgoing Assistant Property Manager to join our team! We're looking for a motivated individual who will support our Property Manager in overseeing the on-site operations of our...

  • Administrative Assistant

    3 weeks ago

    Shreveport, United States Vintage Realty Company Full time

    Job DescriptionJob DescriptionBenefits:Dental insuranceHealth insurancePaid time offVision insurance Vintage Realty Corporation is seeking an Administrative Assistant to join the Commercial Property Management team. The Administrative Assistant will be responsible for providing administrative support to various Property Managers within the department. The...

  • Tax Administrative Assistant

    2 months ago

    Shreveport, United States Heard McElroy and Vestal Full time

    SUMMARY: Provides administrative and support services to the assigned Partners of the Tax Department as well as assisting the Tax Coordinator with tracking tax returns through the preparation process and other specific functions related to the Tax Department by performing the following duties. DUTIES AND RESPONSIBILITIES: Provides administrative support...

  • Administrative Assistant

    3 weeks ago

    Shreveport, United States SERVPRO of South Shreveport - 8586 Full time

    Job DescriptionJob DescriptionBenefits:401(k) matchingDental insuranceHealth insurancePaid time offVision insurance SERVPRO of South Shreveport - 8586 is hiring an Administrative Assistant!BenefitsSERVPRO of South Shreveport - 8586 offers:Competitive compensationSuperior benefitsCareer progressionProfessional developmentAnd more!As an Administrative...

  • Administrative/Receptionist Assistant

    2 months ago

    Shreveport, United States Synergy America, inc Full time

    Job DescriptionJob DescriptionWe are currently looking for an Administrative / Receptionist Assistant for a contract position with the Department of Justice / United States Attorney’s Office (USAO) located in Shreveport, Louisiana.  This is initially for a 1-year contract with 3 additional optional years (for a total of 4 years) with the...

  • Administrative-/Receptionist Assistant

    1 month ago

    Shreveport, United States Synergy America, Inc Full time

    Job DescriptionJob DescriptionWe are currently looking for an Administrative / Receptionist Assistant for a contract position with the Department of Justice / United States Attorney’s Office (USAO) located in Shreveport, Louisiana. This is initially for a 1-year contract with 3 additional optional years (for a total of 4 years) with the USAO. Candidates...

  • Executive Administrative Assistant

    3 months ago

    Shreveport, United States Sid Potts, Inc Full time

    Company DescriptionSid Potts, Inc. is a private jeweler and diamond & estate broker based in Shreveport, Louisiana. The company was established in 1997 to offer a unique concept in the local fine jewelry business. Sid Potts, Inc. is known for its client-focused approach, casual atmosphere, creative process, and cost savings. The company values professional...

  • Executive Administrative Assistant

    3 months ago

    Shreveport, United States Sid Potts, Inc Full time

    Company DescriptionSid Potts, Inc. is a private jeweler and diamond & estate broker based in Shreveport, Louisiana. The company was established in 1997 to offer a unique concept in the local fine jewelry business. Sid Potts, Inc. is known for its client-focused approach, casual atmosphere, creative process, and cost savings. The company values professional...

  • Administrative Assistant

    2 months ago

    Shreveport, United States Vintage Realty Company Full time

    Job DescriptionJob DescriptionBenefits:Dental insuranceHealth insurancePaid time offVision insurance Vintage Realty Company is seeking an Administrative Assistant to provide prompt and efficient administrative support for the Department Head of MF Property Management and the Senior Multi Family Administrative Manager. The successful candidate must have...

  • Executive Assistant

    5 months ago

    Shreveport, United States Seedlinks Behavior Management, LLC Full time

    Job DescriptionJob DescriptionBenefits:Dental insuranceHealth insurancePaid time offExecutive assistants perform more than administrative tasks; they are often the executives right-hand person who enables them to advance company initiatives and goals. They filter and attend to the day-to-day functions that are part of the executives role so that the...

  • Academic Records and Retention Specialist

    3 days ago

    Shreveport, Louisiana, United States Remington College Full time

    Job OverviewRemington College is in search of a dedicated Academic Records and Retention Specialist.We are looking for a driven individual with a background in student admissions, academic record management, or administrative support, who is passionate about fostering student success.The ideal candidate will be responsible for overseeing the preparation,...

  • Student Records and Retention Specialist

    4 days ago

    Shreveport, Louisiana, United States Remington College Full time

    Position OverviewRemington College in Shreveport is on the lookout for a dedicated professional to fill the role of Registrar and Retention Coordinator.This position is ideal for individuals who are passionate about supporting student success and possess a background in student admissions, academic record management, or administrative functions.The selected...