ADMINISTRATIVE SUPPORT SPECIALIST / DISPATCHER

Administrative Support

This is the third of five levels in the Administrative Support series. Incumbents provide primarily non-routine administrative support to a department or function. Duties require the interpretation of policies and procedures and the use of independent judgment. Responsibilities may include taking formal meeting minutes; tracking expenditures and budget status; creating unique, complex, documents and correspondence; reviewing, correcting and approving data; maintaining a database; and performing the duties of the lower levels. Incumbents may function as a team lead to lower level staff.

Essential class duties and responsibilities include composing, editing, and reviewing a variety of standard and / or specialized correspondence, reports, documents, applications, forms, violations, memos, and / or other applicable materials. Developing professional presentations utilizing appropriate computer software. Preparing meeting agendas and minutes; attending meetings and taking meeting notes; distributing meeting minutes or meeting notes to appropriate individuals. Reviewing and correcting a variety of data, confidential records, and information for the department. Organizing and maintaining files, including creating and maintaining confidential department / employee files; filing documents alphabetically, numerically, or by other prescribed methods. Tracking a budget; monitoring expenditures; process invoices and other related financial documentation. Scheduling and finalizing appointments for staff; reminding staff of scheduled appointments; making arrangements for regularly scheduled meetings; keeping a calendar of office events. Functions as a team leader to lower level administrative positions. May complete lower level administrative duties within area of assignment. Performs other duties of a similar nature or level.

This position does not require supervisory responsibilities.

Education and experience : High School Diploma or equivalent (G.E.D.), four years administrative support experience and specialized departmental training or knowledge; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Licensing requirements : Valid Driver's License as per State law or requirement.

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge : Modern office procedures and equipment; recordkeeping principles; mathematical concepts; English language, grammar, and punctuation; report preparation techniques; filing systems; basic budgeting principles; customer service principles; computers and related software applications.

Skills : Maintaining records and files; preparing meeting agendas and minutes; preparing unique and specialized documents; compiling data and preparing reports; using proper English, grammar, punctuation, and spelling; monitoring a budget; using computers and related software applications; maintaining confidentiality; prioritizing and assigning work; communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

Physical requirements : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Positions in this class typically require : reaching, standing, walking, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Sedentary Work : Exerting up to 10 pounds of force occasionally and / or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and risk of electrical shock. The noise level in the work environment is usually moderate.

Work schedules : Varied work schedules allow our employees excellent work-life balance. Schedules vary by department and include the following : part-time, full-time, temporary, rotating shifts, 12-hour shifts, 4 / 10s, 9 / 80s, 5 / 8s. Vacation with pay begins accruing from date of employment. Sick leave begins accruing from the date of employment. Other paid leave benefits : Funeral Leave, Civil Leave (Jury Duty), and Military Leave. Holidays : Depending on the position the employee is hired into, employee receives the following paid holidays from the date of hire : New Year's Eve, New Year's Day, Martin Luther King Jr. Day, Mardi Gras Day, Good Friday, Memorial Day, July 4th, Labor Day, Veterans' Day, Thanksgiving Day & Friday after, Christmas Eve, Christmas Day, One (1) Personal Day. Retirement : Employees are required to participate in the Parochial Employees' Retirement System of La. (Plan A) upon date of employment. Deferred compensation : A supplemental tax-free retirement account is offered through Nationwide Retirement Solutions. Contribution is the responsibility of the employee via payroll deduction. Solutions Counseling and EAP : Free professional help with personal problems for Calcasieu Parish Police Jury employees and their families. Employee Fitness Program : The Parish pays an employee fitness allowance toward a fitness facility membership. Allowance is dependent upon employee attending their selected fitness program at least 8 times per month. Onsite Medical Clinic : Health Connection, the Calcasieu Parish Police Jury's onsite medical clinic, provides office visits for a $5.00 co-pay to employees and their Calcasieu Parish Police Jury insured dependents. Life Insurance : Basic Life and AD & D - $10,000 Life and AD & D coverage for the employee is included with the health insurance at no cost to the employee. Supplemental Life and AD & D - Employee can purchase term additional Life / AD & D in increments of $10,000 up to a maximum of $500,000. Term Life / AD & D is also available for an employee's spouse and eligible dependents. Vision : A supplemental vision program is available to employees through Always Care. Major Medical : Major medical insurance is offered for employees with options to add family to the major medical plan. Discounts : Dell Computers, Verizon Wireless, Sprint, AT&T, My Phone MD, Fix My Phone.