The Calcasieu Parish Public Defender Office represents and serves the legal needs and rights of men, women and children who have been arrested and charged with crimes in Calcasieu Parish. The office is a small business of less than 30 employees.
The office is a fast-paced and challenging work environment. We are looking for a highly organized and detail-oriented Management Administrative Assistant who can assist management in making sure the office runs smoothly and efficiently. The responsibilities and skills, as well as the job benefits, have been outlined in this job posting.
Job Overview
We are seeking a dynamic and highly organized Management Administrative Assistant to join our team. This vital role provides comprehensive administrative support to senior management, ensuring smooth daily operations and effective communication across departments. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, technical proficiency, and a proactive attitude. Your energetic approach will help streamline office functions, coordinate projects, and facilitate seamless internal and external communication, all while maintaining confidentiality and professionalism. This paid position offers an exciting opportunity to contribute to a thriving organization committed to excellence and growth.
Skills and Qualifications:
- Must have college degree and/or a minimum of 2 years previous work experience.
- Must be self-starter, well organized, able to multi-task and to work independently with limited day-to-day supervision. Must be flexible, level-headed and a team player and be able to respond quickly and efficiently to challenging situations. Must have ability to handle confidential information with discretion.
- Must be competent in use of Intuit QuickBooks program for payroll, bookkeeping, invoicing, and accounting tasks for company; and in experience in working with accounting software and databases.
- Must be competent is use of Microsoft Office software, as well as competent in use of computer word processing programs and case management software. Computer skills, such as online information searches and document preparation, email and searching social media and/or networking sites.
- Prior experience with HR issues and best practices is desirable.
- Good communication and interview skills, both written and verbal.
- Competent with digital technology relating to recording, downloading interviews, digital photography, and participating in Zoom and other types of virtual meeting software systems.
- Willingness to undergo continuous training as needed and/or required.
- Must be able to pass a background check.
Responsibilities:
- Manage and coordinate executive calendars, scheduling meetings, appointments, and business travel arrangements.ain, and process payroll, compute wages and deductions, and enter data into computers and software programs.
- Create, maintain and enter information on vital employment records.
- Verify attendance, hours worked, and pay adjustments.
- Keep track of leave time, such as vacation, sick and personal leave for employees.
- Coordinate and manage payment and billing details of external service providers, contracts and vendors.
- Create financial documents such as bills and invoices.
- Assist in planning, implementing, and supervising the company’s financial strategy and budgets. Follow proper accounting procedures to reach financial objectives. Monitor and analyze financial accounting data. Identify opportunities to improve the company’s policies and objectives.
- Ensure company is operating securely and effectively. Knowledge of company policies, procedures, and rules.
- Open, read, route and distribute incoming mail and other materials and answer routing emails and letters.
- Complete forms in accordance with company and organizational procedures.
- Learn to operate new technologies as they are developed and implemented.
- Operate electronic email systems and coordinate the flow of information, internally or with other organizations.
- Use computers for various applications, such as database management or word processing.
- Create, maintain, and enter information into databases.
- Handle confidential information with discretion, ensuring data security and privacy at all times
- Support office management functions including supply procurement, filing systems, phone etiquette, and customer service interactions
- All other responsibilities as may be required by management and state requirements.
Join us as a Management Administrative Assistant where your energy fuels our efficiency! Your expertise will empower leadership teams to focus on strategic priorities while you orchestrate the behind-the-scenes operations that keep everything running smoothly. We value your dedication to excellence—apply today to become an integral part of our vibrant organization!
Pay: $20.00 - $25.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
