Administrative Assistant 5

State of Louisiana • Baton Rouge, LA

2d • Onsite

About The Position

The Administrative Assistant 5 serves as confidential administrative assistant to the Assistant Commissioner of the Office of Agricultural & Environmental Sciences (AES) within the Louisiana Department of Agriculture & Forestry. AES includes agricultural chemistry, horticulture, pesticide and environmental, and seed programs, as well as several related advisory commissions. The position receives supervision from the Assistant Commissioner and provides administrative and clerical support using knowledge of Department functions, management operations, policies, procedures, and regulations.

The role manages the Assistant Commissioner’s calendar, mail, and telephone calls; coordinates communication and meetings among office staff, field personnel, and outside interests; prepares correspondence and reports; maintains paper and electronic files; and follows up on reports and assignments. It also supports purchasing and accounts payable, maintains confidential personnel and compensatory-time records, coordinates the office’s Performance Evaluation System, and performs payroll time-administration tasks for AES Pesticide. The position is full-time and works indoors. Its functional requirements include prolonged sitting at a workstation, occasional bending or kneeling, and light to moderate lifting. Salary is determined based on qualifications and experience. The position may be filled by probation or promotion of a classified LDAF employee with permanent status; applicants who are not permanent LDAF employees may serve a probationary period of up to 24 months.

Requirements

• At least four years of experience in administrative services.
• Experience substitution: each 15 semester hours earned from an accredited college or university counts as six months of experience.
• Core competencies include accepting direction, following policies and procedures, and communicating effectively.
• Prolonged sitting at a workstation; occasional bending or kneeling; light to moderate lifting.

Nice To Haves

• Preferred competencies include acting decisively, acting with ethics and integrity, and thinking critically.

Responsibilities

• Provide confidential administrative and clerical support to the Assistant Commissioner, applying knowledge of Department functions, operations, policies, procedures, and regulations.
• Follow through thoroughly and promptly on assignments and make decisions on routine matters based on office and agency protocol.
• Prepare reports so the Assistant Commissioner can stay informed about division data.
• Advise staff on policy and procedure, and provide input on creating, amending, or updating policies.
• Manage the Assistant Commissioner’s calendar, mail, and telephone calls.
• Serve as liaison among office staff, field personnel, and outside interests; schedule meetings, answer and route calls, sort and collate incoming mail, and occasionally attend meetings on the Assistant Commissioner’s behalf.
• Use a personal computer to create and maintain documents and spreadsheets; establish and maintain standard and electronic files.
• Prepare correspondence for the Assistant Commissioner and occasionally the Commissioner, including composing, typing, and transcribing dictated correspondence.
• Track reports due from AES staff and prompt staff to submit them when necessary.
• Relay and clarify assignments from the Assistant Commissioner and occasionally the Commissioner to field and AES administrative staff.
• Maintain confidential personnel records and files, track AES personnel compensatory time earned and taken, and alert the Assistant Commissioner to related issues.
• Receive, process, and maintain accounts-payable and purchasing-request files in accordance with agency policies and procedures.
• Coordinate, monitor, and manage the Performance Evaluation System within AES to ensure compliance with Human Resources directives and Civil Service policy.
• Serve as Primary Time Administrator for AES Pesticide: enter payroll through PTMW when needed, run reports to identify time-entry errors, correct errors, complete prior-period adjustments, unlock time statements for employee certification, and maintain payroll records for the assigned time-administrator group.
• Perform other duties as assigned.

Benefits

• Competitive pay and benefits.
• Fully employer-funded Employee Assistance Program (EAP), available at no cost to employees and members of their household.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed