Administrative Assistant Position Job at Red River Waterway Commission, Natchitoches, LA

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  • Red River Waterway Commission
  • Natchitoches, LA

Job Description

Administrative Assistant Position

The Red River Waterway Commission, located in Natchitoches, Louisiana, is currently accepting applications for an Administrative Assistant.

JOB SUMMARY:

Performs a variety of administrative/secretarial duties in support of the Executive Director, Department Heads, and other office personnel.

ESSENTIAL FUNCTIONS :

  • Processes invoices for approval by department heads and subsequent payment.
  • Maintains and enters invoice and payment data in Project Management database for accounting purposes.
  • Maintains invoice and deposit spreadsheet.
  • Coordinates with independent CPA firm on invoices and contract codes.
  • Maintains list of active contracts and updates monthly contract status report.
  • Maintains and updates contracts as directed from copy, rough draft, or general instructions and sends out annual contract renewals as directed.
  • Prepares legal documents including lease agreements and bid packets, public notices, etc.
  • Maintains list of leases and leasebacks; maintains lease and leaseback files.
  • Coordinates with lessees on payments, insurance, etc.
  • Maintains and updates property list.
  • Maintains project files and manages incoming and out-going correspondence.
  • Uses Microsoft Word on a variety of letters, memos, forms, and reports, as directed.
  • Uses Microsoft Excel on routine spreadsheets.
  • Utilizes in-house phone system to answer and transfer calls to appropriate person or takes messages, as necessary.
  • Receives office visitors and provides information within scope of knowledge or refers to appropriate individuals.
  • Responds to telephone inquiries from the public when information requested is specifically provided and known.
  • Sorts, copies, and distributes mail as necessary.
  • Maintains inventory of office and copier supplies and replenishes as necessary.
  • Cross trains with other administrative personnel and provides assistance as necessary.
  • Performs other clerical tasks.
  • Performs other duties as may be deemed necessary by the Executive Director.

QUALIFICATIONS, TRAINING, EXPERIENCE, AND SKILLS:

  • High school graduate (or holder of equivalency degree) is required.
  • Legal secretary or paralegal certification or applicable college degree is preferred.
  • Basic bookkeeping/accounting skills are preferred.
  • Knowledge of business English, spelling, and punctuation is required.
  • Knowledge of office practices, procedures, and clerical/administrative duties is required.
  • Strong computer skills, including use of Microsoft Word and Excel, are preferred.
  • Must be professional, organized, detail oriented, courteous, and friendly.
  • Must possess excellent interpersonal skills to interact with co-workers and the public.
  • Must be willing to contribute to a pleasant, team-oriented work environment.
  • Must be able to multi-task, prioritize assignments, and meet deadlines.
  • One year of clerical experience is preferred.


Job Tags

Full time, Contract work,

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