Administrative Assistant 5

State of Louisiana•Baton Rouge, LA

7d•Onsite

About The Position

The Administrative Assistant 5 serves as the Administrative Assistant to the Assistant Commissioner of the Office of Forestry in Baton Rouge, Louisiana. The role provides high-level administrative and operational support, helping coordinate daily office activities, facilitate communication, maintain accurate records, and support the Office of Forestry’s mission and objectives. The position requires a highly organized, detail-oriented, motivated professional with strong communication skills, sound judgment, and the ability to manage multiple priorities in a fast-paced, collaborative public-service environment. The incumbent provides confidential administrative and clerical support to the Assistant Commissioner and staff, prepares reports and documents, manages calendars and correspondence, tracks deadlines and assignments, and advises staff on agency policies and procedures. Additional duties include managing Forestry staff timekeeping and payroll records, administering the Louisiana Certified Prescribed Burner Program, processing utility payments for Forestry buildings statewide, maintaining office inventory and records, and coordinating compliance with Human Resources directives and Civil Service policy. This is a full-time, probational appointment. The position works indoors and includes prolonged sitting at a workstation, with occasional bending or kneeling and light to moderate lifting. Salary is determined based on qualifications and experience.

Requirements

Four years of experience in administrative services.
Every 15 semester hours earned from an accredited college or university may be credited as six months of experience.
Ability to communicate effectively.
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.
Ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.

Nice To Haves

Acting with ethics and integrity.
Adapting to change.
Demonstrating initiative.
Displaying professionalism.

Responsibilities

Provide confidential administrative and clerical support to the Assistant Commissioner of Forestry and staff, ensuring assignments are completed accurately and on time.
Prepare reports, apply independent judgment, and advise staff on agency policies and procedures.
Manage the Assistant Commissioner’s calendar, communications, correspondence, files, and meeting preparations.
Serve as a liaison between office staff, field personnel, and external contacts.
Prepare, proofread, and edit documents; track report deadlines and assignments; and maintain records and schedules.
Manage Forestry staff timekeeping, payroll records, leave balances, and time audits; resolve discrepancies with employees, supervisors, and HR.
Maintain confidential personnel records and assist with new employee orientation.
Administer the Louisiana Certified Prescribed Burner Program by coordinating workshops, maintaining records and databases, managing certifications, and tracking compliance and deadlines.
Process utility payments for Forestry buildings statewide.
Oversee records retention policies and maintain inventory records for Baton Rouge offices and employees.
Coordinate, monitor, and manage CPM within Forestry to ensure compliance with Human Resources directives and Civil Service policy.