Administrative Assistant, Human Resources (Unclassified) en City of Alexandria, LA, LA

About the Department

Performs high level administrative support duties to assigned division director. Provides information and assistance to the public and internal partners. Assists Director with the maintenance of work calendars and task lists. Processes invoices, payroll data, agreements, and other confidential and sensitive documents and information. Monitors budgets, orders supplies, and tracks inventory for assigned division.

Position Duties

• Organizes meetings for the Director and staff members; maintains and monitors Director’s calendar and prioritizes events in order of urgency.
• Prepares invoices, manages accounts, and performs bookkeeping.
• Distributes incoming and outgoing mail.
• Maintains inventory of office supplies; orders supplies as needed.
• Creates correspondence and prepares reports or documents. 
• Answers telephones and responds to inquires; directs calls as needed or takes messages.
• Coordinates the department’s time-keeping and payroll process; works with HR and the accounting department on pay issues.
• Monitors department budgets, requests purchase orders, and collects, compiles, and analyzes information from various programs; prepares reports including statistical and narrative reports.
• Provides administrative support including typing, filing, and compiling statistics.
• Performs related work as required.

Minimum Qualifications

• High school diploma (or GED equivalent)
• Three to five years of related experience in high level administrative support including payroll, and accounting 
• Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities

Other Qualifications

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• English grammar, spelling, and punctuation
• Principles and practices of basic bookkeeping
• Modern office procedures, methods, and computer equipment
• Basic budgeting and accounting principles
• Payroll practices and timekeeping system
• City departments and divisions
• Policies and procedures of general office administration

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships 
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organization and time management
• Attention to detail
• Customer service

Ability to:

• Meet schedules and deadlines of the work
• Understand and carry out oral and written directions
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Communicate effectively, both orally and in writing
• Prepare and maintain complete and accurate records and reports
• Analyze and evaluate department policies and procedures

Submit cover letter and resume to:

Human Resources Director

P.O. Box 71

Alexandria, Louisiana 71309

[email protected]

Equal Opportunity Employer