Under the direction of the Financial Services Manager, the Administrative Services Specialist performs a broad range of administrative, clerical, and customer service functions in support of multiple City departments. This position coordinates office operations, prepares and maintains official records and documents, assists with procurement and purchasing activities, manages public records requests, provides customer service, and supports departmental projects and daily operations. The incumbent serves as a central administrative resource, ensuring efficient workflow, accurate recordkeeping, and responsive service to both internal staff and the public.

REPRESENTATIVE DUTIES

The following duties are typical. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Provide administrative support to the Finance Department and other City departments as assigned.
• Prepare, proofread, process, and distribute correspondence, reports, memoranda, contracts, purchase orders, invoices, agendas, forms, and other official documents.
• Maintain electronic and paper filing systems, records, databases, and departmental documentation in accordance with record retention requirements.
• Coordinate and process Public Records Requests in accordance with Louisiana Public Records Law.
• Perform data entry and maintain information in various software applications and municipal databases.
• Assist with procurement activities, including ordering office supplies, obtaining quotes, tracking purchases, reconciling deliveries, and communicating with vendors regarding discrepancies.
• Coordinate calendars, meetings, appointments, and departmental schedules.
• Maintain inventory of office supplies and equipment and ensure adequate stock levels.
• Assist with departmental projects, reports, and special assignments.
• Support financial and administrative processes by maintaining accurate documentation and records.
• Assist in developing and improving administrative procedures and office efficiencies.
• Maintain confidentiality of sensitive information.
• Perform related duties as assigned.

ABILITY TO:

• Prioritize and manage multiple assignments simultaneously.
• Provide excellent customer service while exercising professionalism and discretion.
• Prepare accurate reports, correspondence, and official documents.
• Maintain organized filing systems and detailed records.
• Communicate effectively, both orally and in writing.
• Analyze information and resolve routine administrative issues.
• Learn and utilize municipal software systems.
• Establish and maintain positive working relationships with employees, elected officials, vendors, and the public.
• Exercise sound judgment while handling confidential information.

• High School Diploma or GED
• At least three years of customer service experience
• Microsoft Office experience required (Word, Excel, Outlook, PowerPoint)
• Experience that includes customer service in a municipal government setting is a plus.  

Personal Qualities

IBTS places a high value on certain personal traits that work toward creating a positive, professional, and supportive work environment, which is essential for working together and achieving success. We believe “how” you achieve your results is as important as what you achieve. The following highlights the personal traits key for success within the organization.

• Strong Work Ethic
• Teachable/Continuous Learner
• Reliable/Dependable
• Collaborative/Team Contributor

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees. 

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce.  All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents.  Veterans and individuals with disabilities are encouraged to apply.

Explore the opportunities!