Parish Secretary

SUMMARY

Responsible for preparation, recording, and preservation of all official proceedings of the police jury, custodian of records, and various other tasks. Assists the Parish Administrator in a variety of administrative matters necessary for operation of the Bossier Parish Police Jury. Assists the police jurors with various needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

DISCLAIMER: This description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all duties which may be required from day-to-day.

· Gathers necessary information and creates the Police Jury meeting agenda with assistance from Assistant Parish Secretary

· Gathers necessary information and creates the Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier meeting agenda with assistance from the Assistant Parish Secretary

· Distributes Police Jury meeting agenda to various agencies before each meeting with assistance from the Assistant Parish Secretary

· Distributes Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier meeting agenda to various agencies before each meeting with assistance from the Assistant Parish Secretary

· Records and transcribes Police Jury meeting minutes and distributes to various agencies

· Records and transcribes Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier meeting minutes and distributes to various agencies

· Records and transcribes Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier Board of Appeals minutes and distributes to various agencies

· Records and transcribes Commercial Vehicle Enforcement Unit Board of Appeals minutes and distributes to various agencies

· Posts legal ads in the local newspaper pertaining to Police Jury business

matters with assistance from the Assistant Parish Secretary

· Post legal ads in the local newspaper pertaining to Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier with assistance from the Assistant Parish Secretary

· Drafts narrative and/or other reports as requested

· Responsible for maintenance of all official proceedings and records of the Police Jury

· Responsible for maintenance of all official proceedings and records of the Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier

· Responsible for maintenance of all official proceedings and records of the Consolidated Waterworks/Sewerage District No. 1 Board of Appeals of the Parish of Bossier

· Responsible for maintenance of all official proceedings and records of the Commercial Vehicle Enforcement Unit

· Assists Parish President in conducting official meetings of the police jury; responsible for reading agenda aloud during meetings to ensure proper and efficient progress

· Assists Chairman of the Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier in conducting official meetings of the sewer district; responsible for reading agenda aloud during meetings to ensure proper and efficient progress

· Maintains official Police Jury meeting minute books and indexes

· Maintains official Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier meeting minutes and indexes

· Responsible for the preparation of parish ordinances and resolutions

· Responsible for the preparation of ordinances resolutions for Consolidated Waterworks/Sewerage District No. 1 of the Parish of Bossier

· Responsible for maintenance of Bossier Parish Code of Ordinances; supplements and electronic updates

· Maintains ordinances on parish website

· Assists in placing news items on the parish website; editing and maintaining online version of the parish three-year road overlay program

· Provides response and collects all records for public records requests

· Prepares Press Releases and distributes to various agencies

· Manages Voting Precincts by:

• Ensuring adequate supplies and equipment are delivered to voting precincts prior to elections, and picked up afterwards

• Making sure "vote" signs are delivered and installed at locations as necessary, and picked up afterwards

• Serving as point of contact to provide emergency supplies, equipment, etc. for voting precincts

• Coordinating necessary repairs, handicapped accessibility maintenance, etc. at voting precinct locations

• Periodically performing inspections of all parish voting precincts to ensure handicapped accessibility and safe conditions for

commissioners and the public

• Responsible for the scheduling of public hearings, etc., as needed in the event of relocation of a precinct polling place

• Responsible for find new polling locations when necessary

· Responsible for redistricting and reapportionment (scheduling meetings, creating ordinances/resolutions, assists with creation of new precinct legal descriptions with assistance from GIS and Registrar of Voter)

· Sets special elections for Constables, Justices of the Peace, and parish mileage tax renewals through state coordination

· Responsible for yearly Board of Tax Review (receiving appeals, preparing responses)

· Maintains files on Louisiana Community Development Block Grant projects, including processing invoices for approval and payment; upon approval for payment and receipt of funds from the State, responsible for issuance of checks for payment of said invoices. Assist grant administrator in the publishing of grant related notices and in the adoption by the police jury of all relevant grant policies and resolutions

· Maintains files on Louisiana Government Assistance Program and Community Water Enrichment Fund projects, including processing invoices for approval and payment; upon approval for payment and receipt of funds from the State, responsible for issuance of checks for payment of said invoices. Responsible for publishing of grant related notices and in the adoption by the police jury of all relevant grant policies and resolutions

· Responsible for preparing and submitting all Capital Outlay Project applications

· Assists Assistant Parish Secretary with creation and managing Cooperative Endeavor Agreements for budget appropriation

· Assists Assistant Parish Secretary with creation and managing annual video poker licenses for the parish

· Assists Assistant Parish Secretary with creation and managing parish peddler permits

· Creates and manages parish Special Event Permits, including scheduling meetings with applicant, Sheriff's Office, fire district, Emergency Medical Services, and health department with assistance from Assistant Parish Secretary

· Arranges, participates in, handles registrations, makes hotel reservations, and implements, as directed, conferences and other meetings with assistance from Assistant Parish Secretary

· Arranges travel, hotel, and car reservations for Administrator, Engineer, and other Police Jury personnel; and prepares itineraries with assistance from Assistant Parish Secretary

· Assists police juror, if serving as President for the Louisiana Police Jury Association

· Reviews correspondence and responds to written inquiries arising from matters discussed in Police Jury and other meetings with assistance from Assistant Parish Secretary

· Responsible for filing ordinances and other legal documents in the Clerk's Office with assistance from Assistant Parish Secretary

· Answers routine telephone inquires

· Relieves receptionist as needed with assistance from Assistant Parish Secretary

· Manages all parish board appointments with assistance from Assistant Parish Secretary

· Researches minutes for inner-office records requests

· Prepares notices for budget publications

· Oversees yearly liquor license renewals and new applications for liquor license

· Responsible for submission of Records Retention Schedules to the Louisiana Secretary of State

· Provides all notary services (Notary is personal and I pay all fees associated with the upkeep of my Notary)

· On call 24-hours a day for any needs from the Police Jurors, Parish Administrator, and Parish Attorney (Personal phone used for all work calls)

SUPERVISORY RESPONSIBILITIES

Supervises the Assistant Parish Secretary and Receptionist. Is responsible for the overall direction, coordination, and evaluation of these departments. Carries out supervisory responsibilities in accordance with the police jury's policies and applicable parish and state laws. Responsibilities include training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS

To perform this job 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.

· A demonstrated ability to lead people and get results through others.

· The ability to think ahead and plan over a 1-2 year time span.

· The ability to organize and manage multiple priorities.

· Excellent interpersonal and communication skills.

· Maintain high performance teams and a strong team player

EDUCATION and/or EXPERIENCE

Bachelor's degree (B. S.) in business for/in public administration from an accredited four- year college or university; or 6 to 12 years related experience and/or training; or equivalent combination of education and experience; Notary Public preferred; legal experience preferred.

LANGUAGE SKILLS

Ability to read, analyze, and interpret common technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from regulatory agencies, or members of the business community. Ability to effectively present information to top management, public groups, and/or police jury.

MATHEMATICAL SKILLS

Ability to comprehend and apply principles of advanced statistical, accounting, banking, and finance theory. Ability to work with concepts such as quadratic and differential equations, and proofs of theorems.

REASONING ABILITY

Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems. Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, etc.,) in its most difficult phases. Ability to deal with a variety of abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid State Driver's License; MBA or CPA designations preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee frequently is required to use fingers and hands. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

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. While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions and outside weather conditions. The noise level in the work environment is usually quiet.

Job Type: Full-time

Pay: $76, $134,279.89 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $134,280