Administrative Assistant 6

State of Louisiana•Baton Rouge, LA

7d•Onsite

About The Position

The Administrative Assistant 6 position serves as the first point of contact for visitors to the Executive Office and provides advanced administrative support to the Deputy Secretary, and other Executive staff as needed. The incumbent performs duties with minimal supervision and exercises a high degree of independent judgment and discretion while managing front office operations, coordinating administrative functions for the Deputy Secretary and executive leadership, handling confidential matters, and facilitating communication between executive leadership and agency divisions. The position serves as a central administrative resource for the Executive Office and ensures the efficient daily operation of the office. The Office of the Secretary (OOS) is responsible for setting the overall vision, mission and long-term goals of the department. OS provides leadership and management of all departmental programs, communicates departmental direction, ensures the quality of services provided, and fosters better relations with all stakeholders, thereby increasing awareness and use of departmental services.

Requirements

Five 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. The maximum substitution allowed is 120 hours, which substitutes for a maximum of four years 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.
Following Policies and Procedures: The 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.

Responsibilities

Provides advanced administrative support to the Deputy Secretary, and occasionally other Executive staff within the Executive Office.
Serves as the Time Administrator within the Civil Service CATS system by inputting biweekly payroll and maintaining attendance and leave records for assigned employees.
Coordinates meetings and provides administrative support for the Deputy Secretary and occasionally other executive leadership by preparing correspondence, reports, and briefing materials.
Supports Executive Office events and agency initiatives aligned with Louisiana Works priorities.
Assists in distributing internal communications to staff including HR announcements, staff notifications, and operational updates.
Provides the Deputy Secretary and other executive leadership with administrative support for special projects and assignments.
Maintains administrative operations by monitoring office inventory and ordering supplies as needed.
Submits Office of Technology Services (OTS) tickets, work orders, coordinates security, and technical requests as needed.
Maintains organized records and filing systems, and performs other administrative duties as assigned to support efficient office operations.
Coordinates the Deputy Secretary’s schedule, travel arrangements, travel documentation, and expense reports.
Other related duties as assigned.