Administrative Assistant 5

State of Louisiana • New Orleans, LA

4d • Onsite

About The Position

The mission of the Louisiana Department of Health is to protect and promote health and to ensure access to medical, preventive, and rehabilitative services for all residents of the State of Louisiana. Be at the center of vital public services and support leaders who make a statewide impact! As the confidential assistant to the State Registrar, you’ll provide high-level administrative support to executive leadership while working with clients, government officials, judges, law enforcement, and public and private organizations. This dynamic role offers the opportunity to coordinate key administrative functions, support payroll and purchasing, and help oversee daily customer service operations. If you’re organized, discreet, professional, and ready to make an impact in public service, we encourage you to apply! An ideal candidate should possess the following 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. Demonstrating Accountability : The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.

Requirements

• Four 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.
• Demonstrating Accountability : The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.

Responsibilities

• Provides confidential administrative support to the State Registrar, Deputy Assistant Secretary, and other Center leadership, including managing calendars, correspondence, calls, appointments, and executive communications.
• Serves as a primary point of contact for the State Registrar by screening and prioritizing calls and requests, coordinating appointments, managing Outlook, and responding to inquiries requiring administrative judgment.
• Coordinates meetings, conferences, trainings, and conference calls by arranging logistics, preparing materials, compiling agenda items, documenting information, and tracking action items and follow-up requests.
• Supports administrative and financial operations by coordinating travel arrangements and expenses, processing purchasing and supply requests, maintaining records, and compiling data and reports for leadership.
• Supports the Vital Records Customer Service Unit by assisting with high call volumes and mail orders, providing accurate information regarding vital records laws and disclosure requirements, and helping resolve escalated customer concerns.
• Receives, researches, documents, and monitors customer complaints and inquiries using LEERS; prepares formal complaints and ensures complex or sensitive matters are appropriately escalated to leadership for resolution.
• Maintains confidentiality and ensures proper handling, routing, and retention of sensitive records, executive correspondence, legal documents, subpoenas, and personnel information while supporting records management and overall Center operations.

What This Job Offers

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