Senior Administrative Assistant - Planning

General Description

ONE CURRENT VACANCY

Under limited supervision, performs advanced specialized administrative and responsible technical work in the administration and operations of the Department. Work involves coordinating and managing staff activities and clerical operations. Reports to the Director of Planning.

Duties of Responsibilities

ESSENTIAL JOB FUNCTIONS

Performs advanced administrative and clerical work for department director including maintaining calendars, scheduling meetings and appointments, making travel arrangements, monitoring and submitting Director's leave, preparing correspondence, entering and retrieving data, researching and compiling information for reports, preparing reports and presentations, copying and filing documents, establishing and maintaining files, reviewing and routing mail, etc.

Performs general administrative, secretarial, bookkeeping, and clerical duties as required to support functions of the department.

Manages the work of assigned department employees which involves instructing, assigning and reviewing work, maintaining standards, and notifying Assistant Director of performance concerns.

Serves as Secretary of the Planning and Zoning Commission and the Historic District Design Commission. Schedules meetings; prepares agendas, legal notices, approval letters, meeting documents, and correspondence; records, transcribes, and distributes meeting minutes; maintains records of each organization.

Tracks and requests member appointments. Maintains records of member appointments and trainings; submits requests for new appointments.

Prepares legislation and supporting documentation for department matters to be considered by City Council.

Monitors office operations; makes recommendations and implements improvements to department policies and procedures to increase productivity and efficiency.

Coordinates department file management system ensuring compliance with approved records retention schedule.

Coordinates with Information Technology Department to resolve technical issues and maintain electronic department records.

Maintains department City of Kenner Emergency Operation Plan documents and ensures preparation of staff as necessary to respond.

Answers the telephone, provides information, screens calls and/or forwards calls to appropriate staff, takes messages as needed.

Performs other administrative duties as directed.

Reviews leave requests for available leave and department staffing requirements, approves leave requests for subordinates, prepares and verifies payroll, submits payroll to department director, maintains related files and records.

Prepares and processes Personnel Department and Civil Service Department records and forms for performance evaluation, training, documentation of employment actions, and recruitment to fill vacancies.

Maintains confidential department employee files with contact information, Personnel Action Forms, Leave Requests, Performance Evaluations, training certificates, licenses, disciplinary action letters, Incident and Accident Reports, and other employment related records.

Reviews employment applications, schedules interviews, and documents results of interviews. May assist in selection of candidates as requested.

Processes purchase requisitions, reviews check requests, orders supplies, and monitors budget expenditures; prepares related reports.

Assists department director in preparation of annual operating and capital budget requests.

Communicates and maintains positive relations with various groups and individuals such as Mayor's Office, Council Offices, department director and assistant director, other City department heads and employees, co-workers, various outside agencies, vendors, and the general public.

Uses a variety of tools and supplies such as paper, writing instruments, envelopes, stapler, hole-punch, general office supplies, etc.

Operates a vehicle and a variety of office equipment and machinery such as computer, printer, copy machine, fax machine, plotter, scanner, shredder, handheld radio, calculator, multiline phone system, etc.

Uses a variety of computer software such as Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, ArcMap GIS, Zoning Analyst, Adobe Photoshop, Munis, Papervision, Adobe Acrobat, Google Earth, etc.

Refers to City of Kenner Unified Development Code, codes / laws / regulations, City of Kenner Employee Handbook of Personnel Policies and Procedures, City of Kenner Civil Service Rules, policy and procedure manuals, publications and reference texts, the Internet, etc.

ADDITIONAL JOB FUNCTIONS

Performs other related duties as required.

Minimum Qualifications

A high school diploma or equivalent supplemented by four or more years of responsible experience in administrative office management; or an closely equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must possess a valid Louisiana State Driver's License.

NOTE: Proof of education will be required.

NON-COMPETITIVE - ALL CANDIDATES MEETING THE MINIMUM QUALIFICATION REQUIREMENTS WILL BE CERTIFIED TO THE VACANCY FOR POSSIBLE INTERVIEWS AND CONSIDERATION. (It will be the Planning department's Director and/or designated staff who may contact all or as many candidates among those certified as deemed necessary regarding the interview process and filling the position.)

HEALTH INSURANCE: Comprehensive medical benefits options are provided through Blue Cross Blue Shield of Louisiana.

Coverage is effective the first of the following month, following full-time employment. Dependent coverage is also available. The City of Kenner also offers voluntary insurance plans: DENTAL, VISION, and SUPPLEMENTAL INSURANCE PLANS (VOLUNTARY LIFE, CANCER, ACCIDENT, CRITICAL ILLNESS, HOSPITAL CONFINEMENT, LONG-TERM DISABILITY and SHORT-TERM DISABILITY).

LIFE INSURANCE: All full-time employees are insured under a Group Life Insurance policy through Prudential Life Insurance Company.

The coverage is one and half times the employee's salary, up to $300,000. The policy also provides a Basic Accidental Death and Dismemberment benefit. The premium cost is covered by the City of Kenner. Coverage is effective the first of the following month, following full time employment.

RETIREMENT SYSTEM: The City of Kenner's regular full time employees are enrolled with the Municipal Employees Retirement System of Louisiana.

Both the City of Kenner and the employee contribute the required percent to the system. The employee's contributions are kept on account and will be refunded, if the employees leaves employment before they are retirement eligible.

DEFERRED COMPENSATION: The City of Kenner currently participates in a 457 Plan with MassMutual. This is a voluntary investment program that the employees are allowed to participate in at a contribution rate of their choice (must be within the designated maximum and minimum limits, as set for by Plan Document). The City of Kenner does not contribute to the 457 Plan.

HOLIDAYS: Sixteen paid official holidays are observed, plus any other holidays which may be declared by the Mayor.

ANNUAL AND SICK LEAVE: Eligible Kenner employees earn annual leave and sick leave. Accrual of hours will increase based on the number of years of service.

WORKING TEST PERIOD: Upon appointment to a position in the classified service, the employee shall serve a working test period of six (6) months, unless extended.

EAP: The Employee Assistance Program (EAP) is a program which provides a professional to help employees and their families to resolve problems. This service is 24 hrs. / 7 days per week, voluntary participation and confidential.

Kenner reserves the right to at any time and from time to time to modify or amend, in whole or in part, any or all of the provisions of the benefit package.

CITY OF KENNER

PUBLIC INFORMATION NOTICE

01

Please describe your related work experience, including length of service, in general office administration/office management. If none, please type N/A.

02

Describe your proficiency using Microsoft Office programs, specifically Word, Excel, and Outlook. If none, please type N.A.

03

Describe all experience, if any, in office administration in a governmental or other professional planning office. If none, please type N/A.

04

Describe you work experience, if any, in the budgetary process. Please describe your specific duties regarding researching, producing, and monitoring a the budget. If none, please type N/A.

05

Do you have you work experience with the Munis computer system?

• YES
• NO

06

Indicate your highest level of successfully completed education. (NOTE: You must submit a copy/photo for proof of claimed education with your application or will be contacted by the Civil Service Department to supply proof via email.)

• Master's degree or higher

• Bachelor's degree

• Associate's degree

• High school diploma or equivalent

07

Do you possess a current, valid Louisiana driver's license?

• YES
• NO

Required Question

Agency City of Kenner Civil Service Department

Address 1801 Williams Blvd.

Kenner, Louisiana, 70062

Phone 504-466-5477

Website https://www.kenner.la.us/