Administrative Assistant 5

State of Louisiana•Baton Rouge, LA

1d•Onsite

About The Position

The Division of Administration/Office of the Commissioner has a vacancy for a highly responsible, independent, and professional Administrative Assistant 5. This position serves as the first point of contact for the Division of Administration (DOA), Office of the Commissioner. The work includes a variety of administrative tasks, often involving critical, time-sensitive, and confidential matters. The incumbent directly supports the Commissioner, Deputy Commissioner, three Assistant Commissioners, the Special Counsel, Executive Counsel, and Internal Audit, as well as four Program Coordinators responsible for Statewide Programs. The role requires overall knowledge of the DOA, its responsibilities, state government regulations and procedures, and general knowledge of the Executive Departments and Office of the Governor. The Division of Administration is the state government’s management arm and the hub of its financial operations, overseeing capital construction, state and federal grants, budget development, technology services, purchasing and contracting guidance, and disaster recovery funds.

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.
Building and Supporting Teams: The ability to combine one's actions and efforts with others to work toward achieving a common goal.
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.
Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.
Overall knowledge of the DOA, its responsibilities and state government regulations and procedures.
General knowledge of the Executive Departments and Office of the Governor.

Responsibilities

Provides program support to multiple statewide programs as needed, handling overflow workload and project support.
Serves as backup and provides administrative support to the Statewide ADA Coordinator, Boards and Commissions Coordinator, Continuity of Operations Plan (COOP) Coordinator, Internal Audit staff, Broadband program staff, and Office of Louisiana Highway Construction staff.
Coordinates program information by maintaining databases, generating reports, and ensuring information integrity.
Receives documents and reports from agencies and reviews them for completeness and compliance with State and Federal regulations and policy requirements.
Provides information to users regarding access to the Boards and Commissions database per RS 39:16.8 and assists the Coordinator with responding to access requests.
Monitors receipt of quarterly updates for the agency COOP and notifies the Coordinator of any missing or incomplete plans.
Receives and directs all visitors to the Office of the Commissioner, including Agency Heads, executive staff, Legislators, senior legislative staff, and members of the public.
Receives all incoming calls for the Office of the Commissioner, provides customer service information, or directs calls to the appropriate person/division.
Acts as the primary custodian of voicemail for the State of Louisiana's toll-free phone line, checking and directing messages, and placing after-hour messages.
Receives, reviews for completeness, and submits for approval all warrants and seed requests from State Agencies.
Logs highly critical financial requests, ensures information completeness, and submits necessary documentation to the Commissioner of Administration for review and approval.
Coordinates submission of requests to the Louisiana Department of Treasury.
Serves as the purchasing coordinator for the Office of the Commissioner, maintaining supply inventory, completing ordering documentation, and assisting with procurement contracts.
Reviews invoices for accuracy and processes receipts.
Accepts, sorts, and logs all incoming mail, including mail from the state mail room, hand delivery, and Federal Express/UPS, and directs it to the appropriate staff/division.
Separates outgoing mail and records it appropriately in the database.
Ensures all mail and documents received are time and date stamped.
Receives electronic faxes, logs, and distributes them immediately.
Reviews logs to ensure items requiring response have been completed, tracking assignment, receiving and logging responses, and routing final documents.
Informs the Confidential Assistant of any outstanding issues and/or concerns.
Serves as the backup Time Administrator for the Office of the Commissioner, including collecting timesheets, entering data into the ISIS payroll system, and maintaining records.
Serves as backup Safety Coordinator for the Office of the Commissioner, assisting with safety activities, meetings, and inspections.
Serves as backup for the Technical Equipment Support Coordinator for the Office of the Commissioner.
Manages the coffee club, including collecting dues and maintaining accurate records.
Performs other duties as assigned.