Administrative Assistant 4 (State Resources)

State of Louisiana•Baton Rouge, LA

5d•Onsite

About The Position

The Office of State Resources (OSTR) is responsible for the stewardship, administration, and strategic management of Louisiana’s publicly owned land, mineral, water, and subsurface assets for energy-related development. At the direction of the State Mineral and Energy Board (SMEB), the Office supports the full lifecycle of public resource management — beginning with the initial bid and contract evaluation, negotiation, and title verification. OSTR manages Louisiana’s proprietary interests in minerals, water, and alternative energy on state lands and water bottoms. It oversees leasing through the State Mineral & Energy Board, ensures accurate royalty collection and audits, and expands into renewable leasing and groundwater management. By uniting mineral, land, and water stewardship, OSTR provides fiduciary oversight of public assets while developing a comprehensive water plan and integrating groundwater district functions. Its role ensures the state captures fair value from resources while safeguarding long-term sustainability. The incumbent in this position serves as a special assistant to the Petroleum Lands Director, who oversees the Land Administration Division for the Office of State Resources (OSTR) in the Department of Conservation and Energy (C&E). The Land Administration Division (Division) is responsible for the administration of state mineral and surface leases, energy-related operating agreements, rights-of-way (ROWs), subsurface leases, carbon storage and alternative energy agreements, and provides strategic direction for the use and monetization of public land assets.

Requirements

Three years of experience in administrative services.
Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

Nice To Haves

Accepting Direction: The ability to be open and willing to follow guidance or instructions.
Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.

Responsibilities

Enter information into the SONRIS database as needed.
Scan and enter all instruments into the lease file screen in SONRIS.
Enter Instrument ID, Date, Type, Description, Lease Number, Original Lessee, including, but not limited to, State Leases, Assignments, Releases, Change of Names, Resolutions, Operating Agreements, and Unit Agreements
All other duties related to document and lease file maintenance within SONRIS or other C&E software as directed by the Division Land Manager or Petroleum Lands Director.
Maintain the mail log, review and prioritize mail.
Distribute mail to recipients within the Division
Assist in the preparation of the monthly State Mineral and Energy Board (SMEB) meeting reports and minutes.
Responsible for the preparation of documents, letters and technical correspondence for the Division
Organize, maintain, and update the filing of necessary documents produced by the Division.
Provide back-up support for posting additions and edits to the OSTR website.
Make reservations for necessary staff travel and prepare travel authorizations with all supporting documentation, ensuring compliance with state and department travel guidelines.
Serve as the liaison between Fiscal and Land Administration on travel related issues, obtaining all required signatures and assisting with expense reports and justifications as needed.
Serve as timekeeper for the Land Administration Division.
Maintain payroll entry into the LaGov SAP payroll system for employees, review payroll time entry reports for accuracy and prepare Prior Pay Period Adjustments (ePPA) as needed.
Perform purchasing duties for the Division, including office supplies, subscriptions, dues, etc.
Answer phone calls, take messages, and greet visitors for the Division