The Council Administrative Aide I is responsible for performing routine administrative duties to support the activities of the Council Department under the supervision of the Council Secretary.

Essential duties are not intended to be an exhaustive list of all responsibilities, duties, and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it. The omission of specific statements or duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of this job.

Duties/Responsibilities:
Utilizes electronic filing system to digitally capture, secure and organize content through virtual workflows to file all official parish documents and ensures records are easily accessed and retrieved based on subject matter.
Processes Parish legislative code revisions for codification, maintains municipal code of ordinances, publishes to website as well as distributes physical supplements to various recipients
Processes public records requests in accordance with the Public Records Act and St. Charles Parish Policies and Procedures as well as coordinates processes with various St. Charles Parish Departments.
Processes, prepares and records with the Clerk of Court various documents on behalf of the Council, Administration and Various Departments.
Performs complex research to assist the Council Secretary.
Maintains and updates legislative databases.
Assist various Departments with public bid openings including collecting bids, recording bids, and providing all associated documents to the council, departments and third parties.
Produces media records for Council, Boards and Commissions. Maintains, archives and publishes to website as well as distribute to third parties.
Maintains various parish wide information and lists for distribution to Council, Administration, Departments and the Public.
Community outreach assistance at the direction of Council Secretary, organizing Town Hall meetings, distributing bulk mailings and collecting responses related to legislative matters.
Prepares council chambers and equipment for all meetings of the Council, Boards, Commissions and special meetings. Maintains and troubleshoots equipment and works with IT to resolve.
Processes and tracks Councilmember work request, maintains status and records through document management program and forms.
Assist Council Secretary in maintaining calendars for councilmembers, council department, courthouse security, public information, government buildings & EOC.
Tracks and processes Council Department and Councilmember phone and internet charges and invoices.
Assists Council Secretary in coordinating all travel arrangements for council members, processes travel expense forms.
Processes and reconciles department credit card statement.
Maintains social media for Council meetings, Councilmembers and Council related activities.
Maintains offsite storage documents/cataloging and converting historical data to an electronic format.
Coordinates and prepares materials and documents for weekly delivery to Councilmembers.
Assists Council Secretary in tracking status of required training for Councilmembers and staff.
Processes all incoming and interoffice mail.
Assist Council Secretary with various tasks and projects as requested.
Attends Council meetings during and/or after hours upon request of the Council Secretary.
Reception relief on rotating schedule.

Competencies:
Good time management skills and the ability to multi-task.
Experience with administrative and clerical duties and procedures, including data-entry.
Ability to operate general office equipment.
Basic computer skills and the ability to be proficient in various software platforms including but not limited to Microsoft Office, Legistar, InSight, Adobe Pro, Laserfiche, MIP, Municipal Code Online Database, etc.
Excellent written and verbal communication skills with an ability to follow written and oral instructions and an ability to compose correspondence and other departmental materials.
Ability to prepare accurate and concise reports.
Ability to establish and maintain effective and cooperative working relationships with others

Education and Experience:
High School Diploma or GED
3 years of experience in an administrative role, preferably in government.

Licenses and Certifications:
N/A

Work Environment:
Work is performed primarily in an office setting.

Physical Requirements:
The position will spend most of the time indoors in an office setting sitting for extended periods, operating office equipment, and requiring eye-hand coordination and finger dexterity. This position requires minimal lifting and carrying of objects up to 25.

St. Charles Parish is committed to providing equal employment opportunities. We will not discriminate against employees or applicants for employment on any legally recognized basis including, but not limited to: veteran status, race, color, religion, sex, marital status, national origin, physical or mental disability, age, political affiliation, or any other category protected by federal, state, or local law or ordinance.

Acknowledgement:
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or evolve, and employees may be asked to perform additional duties as necessary. This position is a classified civil service position and is subject to the provisions of the Civil Service Rules and Regulations and all applicable St. Charles Parish Policies.