Civil Service

Job ID:
ANNOUNCEMENT NO. V24 - 3.19 DEPARTMENTAL PROMOTIONAL ONLY

Issue Date:
MARCH 11, 2019

Department:
PUBLIC WORKS - ADMINISTRATION

Application Deadline:
4:00 PM, MARCH 15, 2019

General Statement of Job:
This position is responsible for performing a variety of high-level administrative support work to executive level management within the Public Works Department. Work involves providing varied secretarial and clerical duties involving complex assignments and situations dealing with the daily operations of the department; and providing advanced and specialized administrative support, coordination, and supervision for assigned activities and clerical operations. Reports to the Deputy Chief Administrative Officer.

Specific Duties and Responsibilities (This is descriptive, not restrictive as to all tasks included in this position):
ESSENTIAL JOB FUNCTIONS Supervises and manages the operations of the office clerical employees which involves such duties as instructing, assigning and reviewing work, maintaining standards, acting on employee problems, selecting new employees, appraising employee performance, recommending promotions, discipline, termination and salary increases. Oversees FMLA and Workers Compensation for all Public Works departmental staff. Performs varied secretarial and clerical duties involving complex work assignments and situations dealing with the daily operation of the department. Schedules appointments; inputs and maintains calendar and contacts. Serves as backup support for other staff in their absences. Oversees the preparing of payroll for all departmental employees. Assists with special projects. Drafts miscellaneous correspondence and memorandums. Exercises confidentiality and discretion in processing matters of a sensitive and confidential nature. Assists with answering telephones in the office. Receives and/or reviews various documents such as leave requests, correspondence, electronic mail, requisitions, Personnel Action Forms, contracts, incoming mail and faxes, and miscellaneous reports, etc. Prepares and/or processes various records and reports such as correspondence, electronic mail, payroll, contracts, memorandums, faxes, and document images. Refers to Civil Service Rules rules, Code of Ordinances, purchasing procedures, telephone list directory, contacts, organizational charts, Internet, calendar, City of Kenner handbook, policy and procedure manuals, computer manuals, laws / regulations, publications and reference texts, etc. Operates a variety of office equipment and machinery such as copy machine, postage machine, scanner, typewriter, telephone, scanner, printer, computer, etc. Uses a variety of tools such as calculator, stapler, laminating machine, date stamp, etc.; a variety of supplies such as file folders, binders, notebooks, general office supplies, etc.; and a variety of computer software such as Microsoft Word, Microsoft Excel, Microsoft Outlook, Internet Explorer, etc. Interacts and communicates with various groups and individuals such as Chief Administrative Officer, Mayor, Deputy Chief Administrative Officer, Council, directors, Personnel Department, Civil Service Department; Finance Department, Mayorís Office staff, and the general public. Oversees the preparation of necessary documentation to request reimbursement from agencies. Assist DCAO with coordination efforts relating to projects being totally or partially financed with state, federal or other funding sources. Interacts with representatives of other governmental entities in an effort to solve problems. Develops long-range and short-term organizational goals and objectives. Performs in a supervisory capacity during emergency situations as Essential Personnel. Assists the DCAO with establishing the departmental budget. Reviews, screens and responds to or forwards daily correspondence, reports, electronic communications, etc. relating to departmental functions. Oversees preparation of legislation to be submitted to the Council. Assists with the handling of complaint investigations and follow up response/reports. Support program and project managers on presentation/event logistics. Provide direction and support of each administrative sub-function within the department, such as, but not limited to, contracts, complaints, records management and disposal, payables, payroll, etc. Evaluate job progress, work flow, and service as point of contact to resolve a variety of matters. Develops and implements a work task system to improve the flow of information, and thus the efficiency of the office. Determines need for departmental policy implementation and revision, and/or reviews and drafts new/revised departmental policies as directed. Resolves administrative problems by analyzing information; identifying and communicating solutions. Maintains rapport with customers, managers, and employees by arranging continuing contacts, researching and developing new services and methods, and setting priorities, and resolving problem situations. Guides employee actions by researching, developing, writing, and updating administrative policies, procedures, methods, and guidelines; communicating developments to management. ADDITIONAL JOB FUNCTIONS Employee will be responsible for performing other job-related duties. as they apply to this position. Essential duty status position, will be required to report to work during emergency situations, including, but not limited to, city-wide declared emergencies.

Communication Skills:
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisor.

Physical Requirements:
Must by physically able to operate a variety of office machines and equipment and tools, such as a computer, typewriter, printer, copy machine, facsimile machine, shredder, postage machine, calculator, telephone, etc. May requires physical ability to operate a motor vehicle. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weights (five to ten pounds. Tasks may involve extended periods of time at a keyboard or workstation.

Mental Involvement:
Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form. Requires the ability to apply influence systems in managing a staff; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.

Minimum Training and Experience Qualifications:
Current, permanent Civil Service status with the Department of Public Works and five to eight years of previous fulltime, paid work experience that includes office administration in a governmental environment; supervisory/management experience; a successful background in customer service; and significant knowledge of personal computer operations, including demonstrated competency with all aspects of Microsoft Office. Must possess a current, valid Louisiana driverís license.

Interpersonal Relationship Skills:
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency or tight deadline. The worker is subject to tension as a regular, consistent part of the job.

Test Required:
RATING OF TRAINING AND EXPERIENCE . . . . . . . . . . . . Weighted 100%

Salary Requirements:
$24.1707 PER HOUR / 35 HOURS PER WEEK

Note:
The City of Kenner is an Equal Opportunity Employer - The Kenner Civil Service Department posts current examination announcements at its office and on its online application website. Job applications may be filed only when an examination is announced. It is important that you include your entire employment history including periods of unemployment on your application, plus any relevant education and experience. Applications may be rejected if incomplete. Some job postings have an application deadline; others are open on a continuous basis until a sufficient number of applications have been received. Applicants who are interested in jobs that are not currently open for application may complete a job interest card which may be filed with the Kenner Civil Service Office at any time. DELAY IN THE MAIL: The Kenner Civil Service Department cannot accept responsibility for failure of the applicant to receive an admission slip to an examination, or for failure of the Department to receive material mailed by the applicant. VETERANS PREFERENCE in examinations will be granted only to those persons who provide proof of military service during covered periods and who are found to be eligible. The Kenner Civil Service Department does not discriminate on the basis of disability in the admission or access to, or treatment or employment in its programs or activities. Therefore, reasonable accommodations will be provided to allow access to the Department's programs and activities for individuals with disabilities unless such accommodations would result in undue hardship. Auxiliary Aids such as readers, taped text, and large print material or other aids are provided for individuals requesting such accommodations under provisions of the Americans with Disabilities Act.