Administrative Assistant 5

State of Louisiana•Baton Rouge, LA

About The Position

The Louisiana Department of Transportation and Development (DOTD) is seeking a highly organized, detail-oriented, and motivated Administrative Assistant 5 for its Legal Section. The position provides advanced administrative and executive support and coordinates activities involving professional services contracts, legislative matters, rule promulgation, and legal records management. The role calls for sound judgment, professionalism, strong communication skills, confidentiality, accuracy, and the ability to manage multiple priorities in a fast-paced professional environment. The position provides executive-level support to the General Counsel and supports Legal Section operations. Duties include coordinating contracts and Cooperative Endeavor Agreements, legislative activities, rule promulgation, reporting, HighQ workflows and litigation records, payroll review, and backup personnel and hiring support. Additional duties may be assigned, including emergency and disaster support activities. Minimum qualifications are 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. No Civil Service test score is required. The appointment may be made by probational appointment, promotion, or detail to special duty in accordance with State Civil Service rules. The position is eligible for $2.00 per hour in premium pay for hours actually worked.

Requirements

Four years of experience in administrative services.
Every 15 semester hours earned from an accredited college or university may substitute for six months of experience.
Ability to communicate information correctly and appropriately to connect people and ideas.
Ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
Ability to make objective and decisive judgments based on relevant information and established standards.
No Civil Service test score is required for consideration.

Responsibilities

Provide executive-level administrative support to the General Counsel, including calendar management, correspondence, telephone communications, confidential matters, meeting coordination, and preparation of meeting minutes.
Coordinate the preparation, processing, and administration of professional services contracts and Cooperative Endeavor Agreements (CEAs), ensuring proper documentation, approvals, and distribution.
Support annual legislative activities by maintaining tracking spreadsheets, coordinating schedules, preparing materials, monitoring legislation, and communicating with executive staff and legislative representatives.
Coordinate administrative activities associated with rule promulgation, including preparing notices of intent, routing documents for review and approval, maintaining records, and monitoring procedures and deadlines.
Coordinate with Legal Section staff and other departmental personnel to collect and verify information for Key Performance Indicators and Act 204 reporting.
Administer and maintain HighQ workflows, user permissions, and system configurations; troubleshoot issues and coordinate employee training.
Maintain and update HighQ litigation information for tort suits filed against DOTD and distribute legal correspondence and documents to appropriate personnel.
Provide backup administrative support for personnel-related activities, hiring processes, meeting arrangements, and other Legal Section operations.
Review and audit payroll information for accuracy.
Perform additional duties as assigned, including emergency and disaster support activities.