Job Description

Red River Waterway Commission

Administrative Assistant Position

The Red River Waterway Commission, located in Natchitoches, Louisiana, is currently accepting applications for an Administrative Assistant. Starting salary is commensurate with qualifications and experience, with the possibility of future increases. Additionally, an excellent benefits package that includes health and dental insurance for the employee and family is offered along with a retirement package through the Parochial Employees Retirement System.

Please submit resume to colinbrown@redriverwaterway.com or mail to Executive Director, Red River Waterway Commission, P.O. Box 776, Natchitoches, LA 71458.

JOB SUMMARY:

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

ESSENTIAL FUNCTIONS :

• 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.


• 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.


• 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 required.


• 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.


• Five years of clerical experience is preferred.

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