Senior Administrative Specialist
JOB CODE: 2022
PAY GRADE: 1150
SALARY RANGE: $30,680 - $52,231
LOCATION OF WORK
Various City-Parish Departments
GENERAL DESCRIPTION
Under the direction of a higher classification, performs advanced level clerical and administrative support work of a complex nature. Work involves a variety of clerical and administrative support duties designed to assist a division head or assistant department head with the day to day operations. Work also involves the overall coordination of division projects. Incumbents in this classification exercise considerable independent judgment, as well as confidentiality. May supervise subordinate clerical personnel. Work is reviewed through conferences and results obtained. Performs other work as requested.
ESSENTIAL WORK TASKS
Supervises clerical staff; counsels staff members as problems arise; oversees the smooth functioning of a division of assignment.
Monitors status and progress of all assignments; notifies appropriate staff member to avoid oversight and unscheduled delays; oversees or handles special projects.
Serves as administrative liaison between supervisor(s), other divisions and the public.
May prepare or control the division's budget; monitors expenditures levels; provides fiscal control over expenditure requests.
Maintains personnel records; coordinates vacations and other interacting personnel matters.
Coordinates and schedules appointment with individuals from the public and private sector for the assigned division director or assistant department head.
Composes correspondence and other materials from instructions; creates charts, tables, graphs and spreadsheets to complete complex reports; maintains databases.
Performs detailed research; prepares and maintains various administrative, annual, and technical reports, records, etc.
Types correspondences, memorandums, minutes, invoices, statements, reports, and other materials from other sources.
Operates modern specialized office equipment including word processor, calculator, copy machine, microfilmer, fax machine and other office equipment in the performance of clerical operations.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of organizational structure, administrative and legislative procedures of City-Parish government.
Knowledge of division's operational policies and procedures.
Knowledge of business English, spelling, and arithmetic.
Knowledge of modern office practices, procedures, equipment and clerical techniques.
Skill in the use of modern office equipment such as the telephone, calculator, copier, personal computer or terminal and related peripherals.
Ability to supervise a subordinate clerical staff; exercise initiative, independence, and sound judgment in supervisory duties.
Ability to establish and maintain effective working relationships with staff, department or division director, other departments, divisions, agencies and the public.
Ability to communicate effectively, both orally and in writing.
Ability to maintain confidentiality of records and materials.
Ability to work independently and effectively resolve administrative problems.
Ability to prepare statistical analysis.
Ability to apply good work habits such as punctuality, reliability, preciseness, and dependability in order to effectively complete assigned tasks and contribute to the smooth operation of the department and division.
MINIMUM REQUIREMENTS
High school diploma, GED, HiSET, or equivalent certificate of competency, supplemented by courses in business education, and five years of experience in a variety of responsible clerical duties, including six months of supervisory experience (supervision can include either employee or project supervision).
SUBSTITUTIONS
Any equivalent combination of education and experience.
CERTIFICATIONS / LICENSES / REGISTRATIONS
(Unless otherwise specified below, must possess at the time of appointment and must be maintained current throughout employment in this classification.) Position(s) of this classification may require a valid Louisiana driver's license. If license is required, must be maintained throughout employment in this position.
OTHER JOB ASPECTS
Position(s) may require passing a typing (45 words per minute), word processing, spreadsheet, Microsoft Windows proficiency and/or other computer skill test(s). For security purposes, all applicants/employees of EMS-Prison Medical Services must obtain and maintain security clearance with the East Baton Rouge Parish Sheriff's Office throughout employment in this classification.
NOTE:
The work examples described in this specification are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from job performance requirements if the work is similar, related, or a logical assignment to the job.