Administrative Assistant

Job Title: Administrative Assistant
Reports To: Deputy Executive Director
FLSA Status: Non-Exempt
Job Type: Full Time, In Office
Salary Range: Starting $25.47/hour – 35 hours a week
First Responder/Essential Employee Status: This position is not defined as first responder according to the Federal Labor Standards Act and the intentions of the Louisiana Revised Statutes 33:9103 and 33:9124. This position is designated as Essential Personnel and may be required to report for duty during major events and/or declared emergencies of any size. Failure to report could result in immediate dismissal. Job Purpose/Summary of Position
Reporting to the Deputy Executive Director, the Administrative Assistant is front desk agent responsible for answering the main telephone lines of the Orleans Parish Communication District (OPCD), answering and directing entry-to-campus requests at the secure door entry system, and directly supporting any business requests from the Executive Director and Deputy Executive Director. In addition, the incumbent will provide routine administrative coordination support to the Executive Director, Deputy Executive Director, Division Heads, and their teams on a regular basis, including but not limited to such tasks as answering phone lines/screening calls/taking messages, meeting coordination, travel coordination, expense reporting, and other administrative tasks.  This position is responsible for completing special projects assigned by the Executive Director or Deputy Executive Director in a timely manner to ensure efficient and effective operations. The ideal candidate is highly self-motivated, professional, delivers work product completely and on time, and is capable of managing workloads with multiple projects having a variety of deadlines and prioritizing tasks in a fast-paced environment. Duties/Essential Functions Working tasks at desk during work hours in order to handle duties assigned. 90% of role should be handled at assigned workstation. Answers OPCD phone lines promptly with the goal that no calls get routed to voice mail, ideally answering within two or three rings; screening and transferring (or providing a message for later follow-up) when the answer cannot be directly provided to caller, employing 100% customer-focused caller positive experience. Includes returning all voice mail messages within one business day. Answers the OPCD secure entry point requests within one or two notification tones to screen requests for entry, including escorting visitors if appropriate, employing 100% customer-focused visitor positive experience. Acknowledges emails from internal or externals senders within two hours of receipt during business hours, resolving inquiry within one business day (including such tasks as meeting coordination, research on inquiries) and if unable to resolve provides a daily status update to involved parties and reports reason for delay to Deputy Executive Director. Provides administrative support to the Executive Director and Deputy Executive Director such as but not limited to: coordinating business meetings with internal and external persons, following up when there is no response; monitors volume, tracks, and orders appropriate office supplies for OPCD; coordinates internal and external meetings, including setting up conference calls and video conferences; handles physical setups for in-person/on-site meetings; assists in preparing reports, presentations, and documentation; maintain and organize electronic and physical files for easy accessibility; prepare meeting materials and presentations as; provide administrative support for ongoing projects, including tracking milestones, deadlines, and resource allocation. Completes timely and accurate data entry, including calendar management. Reviews and responds to correspondence and drafts appropriate responses for the Executive Director and Deputy Executive Director. Manages dictation software to record and transcribe minutes for meetings such as the Board of Commissioners. Drafts of said minutes to be submitted to the Executive Director and Deputy Executive Director for review and potential action in a timely manner; preparing and distributing electronic and hard-copy materials for meetings. Handles administrative support for the Personnel Director and team, including but not limited to: screening mail and phone calls; handling weekly benefit payment requests to be submitted to finance; completing Personnel routine communications; filing of sensitive personnel paperwork; updating new hire packets and making material/content adjustments in printed copy as well as electronic copy; supports the Personnel Presents intranet site by handling assignments in a timely, accurate and efficient manner; completes drafts of standard mailings or official OPCD Personnel replies for review and execution by the Personnel Director; and other support duties as assigned. Handles administrative support for the Finance Manager and team, including but not limited to: screening mail and phone calls; organizing incoming payments or invoices for the correct finance team member; delivering checks and ach transactions for signature to the Executive Director or Deputy Executive Director; supporting organization/ copying/preparation of audit paperwork and reports; manages Request for Proposal (RFP)/Summary of Qualifications (SOQ) responses to OPCD and obtains answers to any proposer questions for appropriate public posting; handling dissemination as well as posting of RFP/SOQ answers provided by appropriate internal staff members; assists in tasking for financial reports; assists in tasking for annual audit; and other support duties as assigned. Handles administrative support for the Director of Technology and team, including but not limited to: screening mail and phone calls; ensuring on-site vendors have appropriate credentialling if they are entering secure work floors in operations building; coordinate internal and external meetings, including setting up conference calls and video conferences; assist in preparing reports, presentations, and documentation related to technology initiatives; maintain and organize electronic and physical files for easy accessibility; prepare meeting materials and presentations as required; provide administrative support for ongoing technology projects, including tracking milestones, deadlines, and resource allocation; handles all requestions for the technology department with QuickBase; and other support duties as assigned. Maintains accurate OPCD inventory and asset tag management tracking (as needed). Manage travel itineraries as requested, including searching for appropriate travel means, hotel, transportation, conference registration, or other facets as needed. Manages expenses and maintains receipts and other forms of documentation for QuickBase PARS and JP Morgan PaymentNet systems. Retrieves information as requested from records, email, minutes, and other related documents and prepares written summaries of data when needed. Upholds a strict level of confidentiality and follows all laws as well as policies and procedures of OPCD. Performs other duties as required. Minimum Requirements Associate's degree in Business Administration or a closely related field; five years of senior administrative assistant may substitute for associate's degree Five years of experience in an administrative or executive assistant role reporting directly to senior or executive management Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities with a proven record of on-time delivery of projects Expert-level experience with Microsoft Office software suite. Ability to become familiar with and proficient using agency-specific programs/ software Highly organized and able to create an organized and easy-to-follow system for others Ability to handle multiple tasks and duties simultaneously Independently motivated, with the ability to take on tasks and duties without immediate direction Strong communication skills Preferred Requirements Bachelor's Degree in a closely related field Ten (10) years of experience in administrative or executive assistant role supporting an executive leadership position may substitute for a degree Previous experience with invoicing or policy/law work such as a paralegal Physical Requirements
Tasks require the ability to exert light physical effort, which may involve occasional lifting, bending, kneeling, stooping, pushing, or pulling of objects.  Tasks require the ability to view computer screens for long periods of time, sufficient visual acuity to perform essential job functions, with or without correction is required. Work involves hearing and repetitive listening to inbound/outbound calls; adequate hearing ability to perform essential job functions is required. Drug Free Workplace
OPCD is a Drug Free Workplace where post offer applicants and employees are subject to testing for marijuana, cocaine, opioids, amphetamines, PCP, and alcohol. Shift
This position is designed for Monday through Friday 8:30am to 4:30pm. Reporting to work during major events and/or declared disasters may be expected. This position is required to be primary employment. Conflicts created by secondary employment or a failure to disclose other employment may result in termination. Additional Information for Prospective Candidates
This job description does not contain a comprehensive listing of activities, duties or responsibilities that are required for this position.  Duties, responsibilities, and activities may change at any time with or without notice as required to fulfill the organization's mission. The Orleans Parish Communication District is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, physical or mental disability, genetic factors, military/veteran status or other characteristics protected by law. The Orleans Parish Communications District provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the Orleans Parish Communications District complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. The Orleans Parish Communications District expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of The Orleans Parish Communications District's employees to perform their job duties may result in discipline up to and including discharge.
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