Civil Service

Job ID:
ANNOUNCEMENT NO. V29 - 3.19 ENTRANCE & PROMOTIONAL

Issue Date:
MARCH 19, 2019

Department:
PUBLIC WORKS - ADMINISTRATION

Application Deadline:
4:00 PM, APRIL 4, 2019

General Statement of Job:
Under general supervision, performs a variety of moderate to complex secretarial/clerical duties in work assignments providing support of operations of the department. Work involves providing advanced and specialized administrative support; monitoring project activities and related contracts and clerical operations and ensuring the workflow of function under charge; completing assignments and overseeing routine and complex clerical tasks of the department and performing special projects as directed; prioritizing, coordinating, and establishing daily workflow; and assisting in the inspection and follow up of various projects to verify stages of progress and completion. Employee works independently with a minimum supervision. Reports to the Office Manager III.

Specific Duties and Responsibilities (This is descriptive, not restrictive as to all tasks included in this position):
ESSENTIAL JOB FUNCTIONS Serves as primary support for Office Manager III. Attends meetings, conferences, and other communication forum with and/or on behalf of the Office Manager III. Coordinates and prepares special reports and/or presentations required for Louisiana Department of Environmental Quality, Louisiana Recovery Authority/Community Development Block Grant Funding, Corps of Engineers, Regional Planning Commission, E. J. Levee District, Environmental Protection Authority, Sewer Bond Projects, etc. Maintains records, summaries, and reports outlining meeting activities, communications, issues, and results. Develops and maintains record keeping and file maintenance system. Prepares general and confidential correspondence, reports, spreadsheets, legislation and agreements. Process and screens incoming mail and correspondence. Delivers mail to City Hall, Post Office and run errands for the department as needed. Takes dictation. Schedules and coordinates appointments; receives office visitors, answers telephone, communicates information for the DCAO and Office Manager III. Assists in receiving, processing, and forwarding complaints to appropriate departments. Researches information pertaining to engineering projects, sanitation, wastewater, and administrative matters through previous reports, Internet, statistics, policy and procedures manuals, codes, laws, regulations, publications and reference texts, etc. Accumulates statistical information as needed. Exercises confidentiality and discretion in processing matters of a sensitive and confidential nature. Receives, maintains, and consolidates all reports relating to Sewer Program. Assists in processing payroll in the absence of assigned office staff. Prepares and/or processes various records and reports such as proposals, correspondence, and presentations. Assist in complaints division inputting and closing out work-orders as needed. Operates a variety of office equipment such as fax machine, telephone, binding machine, copy machine, scanner, computer, printers, etc. Uses a variety of general office supplies, etc. and a variety of computer software such as Microsoft Office, Microsoft Word, Microsoft Excel Microsoft Publisher, Microsoft PowerPoint, MISSION, Munis Bio-time Clock, AutoCAD, and GIS Software. Interacts and communicates with various groups and individuals such as Deputy Chief Administrative Officer Public Works, Public Works Staff and Directors, Fleet Management staff, Mayor and Council administrative staff, and the general public. ADDITIONAL JOB FUNCTIONS Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, establishing and maintaining filing systems, etc. Employee will be responsible for performing other job-related duties. Performs other related duties as required. May 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 automated office machines and equipment, which includes a computer, typewriter, printer, computer assisted multi-line telephone system, copier, etc. Must be able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of up to five pounds.

Mental Involvement:
Requires the ability to apply principles of common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variable in or from standardized situations. Requires the ability to make routine 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 and to understand and implement basic computer and office machinery functions.

Minimum Training and Experience Qualifications:
Requires a high school diploma or equivalent supplemented by one to two years of experience as a secretary or administrative assistant; or any equivalent combination of education, training, and experience, which provides the required knowledge, skills, and abilities. Must have a valid Louisiana driver’s license. NOTE: Preference may be extended to those candidates who possess administrative/clerical experience in an engineering, construction, and/or federal/state grant financed projects.

Interpersonal Relationship Skills:
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with an emergency.

Test Required:
The examination may consist of a written test, and/or a rating of training and experience. If used, the rating of training and experience will be based on information on file with the Civil Service Department. Thus, applicants must furnish a complete and accurate detailed description of their work experience, the names and addresses of all previous employers, the dates of employment, and a photocopy of their high school (or equivalency diploma.

Salary Requirements:
$14.4466 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.