Administrative Assistant 4

State of Louisiana•Baton Rouge, LA

3d•Onsite

About The Position

The mission of the Department of Insurance is to enforce the insurance laws and regulations of the state impartially, honestly and expeditiously. The Louisiana Department of Insurance is seeking a detail-oriented and highly professional Administrative Assistant 4 to support key functions within the Office of Property & Casualty. In this role, you will serve as the confidential administrative assistant to the Deputy Commissioner, providing advanced administrative support and helping ensure the efficient operation of the office. This position plays a vital role in supporting the regulation and oversight of Louisiana's property and casualty insurance industry through effective coordination, communication, and administrative oversight. If you are organized, dependable, and comfortable handling sensitive information while supporting executive leadership, we encourage you to apply! The ideal candidate possesses the following competencies: Core Competencies: 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. Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers. Preferred Competencies: Acting with Ethics and Integrity: The ability to make choices that reflect ethical standards, integrity and honesty, regardless of circumstances or personal benefit. Adapting to Change: The ability to demonstrate flexibility in thoughts, behaviors, and actions in response to evolving circumstances or unexpected change. Demonstrating Business Acumen: The ability to apply business insight, data, and strategy to make informed decisions and achieve organizational goals. Displaying Professionalism: The ability to uphold workplace standards through consistent conduct, responsible communication, and consideration for others. Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies. Leveraging Technology: The ability to use digital tools, systems, and emerging technologies to improve efficiency and effectiveness.

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.
Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers.
Acting with Ethics and Integrity: The ability to make choices that reflect ethical standards, integrity and honesty, regardless of circumstances or personal benefit.
Adapting to Change: The ability to demonstrate flexibility in thoughts, behaviors, and actions in response to evolving circumstances or unexpected change.
Demonstrating Business Acumen: The ability to apply business insight, data, and strategy to make informed decisions and achieve organizational goals.
Displaying Professionalism: The ability to uphold workplace standards through consistent conduct, responsible communication, and consideration for others.
Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.
Leveraging Technology: The ability to use digital tools, systems, and emerging technologies to improve efficiency and effectiveness.

Responsibilities

Serve as the confidential administrative assistant and special assistant to the Deputy Commissioner.
Assist with division planning efforts by supporting the development and implementation of short- and long-term goals and objectives.
Manage the Deputy Commissioner's calendar, including scheduling meetings, coordinating interviews, hearings, presentations, and other official appearances.
Prepare, proofread, and process routine and non-routine correspondence of a confidential nature for the insurance industry, the public, Department staff, and other stakeholders.
Serve as the primary point of contact for calls, visitors, and inquiries directed to the Office of Property & Casualty, ensuring appropriate routing and timely follow-up.
Create reports and compile confidential data to support executive decision-making and division operations.
Organize and maintain office files, correspondence, records, and administrative documentation in accordance with record retention requirements.
Receive, screen, and distribute incoming mail, exercising independent judgment to identify items requiring priority or executive attention.
Maintain payroll and timekeeping functions for the Office of Property & Casualty, ensuring accuracy and timely submission.
Coordinate travel arrangements and prepare travel reimbursement documentation for the Deputy Commissioner.
Serve as the Safety Warden for the division or assigned area, assisting with the implementation of the Department's safety program and coordinating emergency procedures as needed.
Support special projects and perform other related duties as assigned by the Deputy Commissioner or Office leadership.