Louisiana Department of State Civil Service
ADMINISTRATIVE ASSISTANT 6
Louisiana Department of State Civil Service, Baton Rouge, Louisiana, us, 70873
ADMINISTRATIVE ASSISTANT 6
Print (https://www.governmentjobs.com/careers/louisiana/jobs/newprint/4736238)
Apply
ADMINISTRATIVE ASSISTANT 6
Salary
$3,186.00 - $6,252.00 Monthly
Location
Baton Rouge, LA
Job Type
Classified
Job Number
CRT-2024-202766-TJ
Department
Culture Rec & Tourism-Off of Sec'y
Opening Date
11/20/2024
Closing Date
12/4/2024 11:59 PM Central
Description
Benefits
Questions
Supplemental Information
LOCATION, POSITION, & APPLICATION INFORMATION:
This position is located in theCapitol Annex Buildingwithinthe Office of Secretary in Baton Rouge, LA.
POSITION INFORMATION:
This position serves as the confidential executive assistant to the Undersecretary. The employee assists in the development and implementation of policies and procedures necessary to achieve the goals and mission of the agency.
45% Communication
• Receives all phone calls, visitors and correspondence for the Undersecretary. Reviews correspondence and receives telephone
calls related to the most sensitive and confidential matters and determines appropriate action to be taken.
• Tracks projects assigned by the Undersecretary, checking to ensure that necessary coordination between the department sections and/or other departments occurs.
• Relieves the Undersecretary of some confidential matters. Prepares correspondence on complex/sensitive matters affecting the office. Keeps abreast of actions/agendas of committees that impact the office. Ensures that committee agendas, decisions and recommendations are presented to the Undersecretary as appropriate.
• Coordinates special projects or reports relating to management and finance. Confers and interfaces with executives of other Louisiana state branches/departments/agencies, such as the Division of Administration, House of Representatives and Senate.
• Interprets departmental policies and procedures for staff members and the general public.
• Attends meetings on behalf of the Undersecretary
• Sort and distribute mail for the department. Assures that all incoming communication is properly routed.
• Prepares materials needed for meetings, such as agendas, handouts, binders, etc.
35% Executive Administration
• In the Undersecretary's absence, independently handles routine business of the office.
• Reviews all materials submitted for approval of the Undersecretary, including invoices, contracts, personnel forms, purchase orders and general correspondence to adherence to all applicable state and federal laws.
• Monitors inventory and maintains office supplies for OMF staff. Responsible for making purchases with State LaCarte purchasing card and provides monthly reconciliation of purchases through the Bank of America Works system.
• Responsible for coordinating travel arrangements for OMF staff and making purchases with the state CBA account. Provides all receipts and monthly reconciliation of travel payments through the Bank of America Works system.
• Maintains filing system and databases
• Handles preparations for agency retreats, OMF staff meeting, and other department or agency events.
• Provides backup services to other staff as needed.
20% Support
• Initiates and/or reviews Policy and Procedure Memorandum 49 (PPM 49) special request letters from the DCRT agencies Deputy Assistant Secretaries and program managers before submittal for approval.
• Keeps the Undersecretary informed as needed of changes, special sessions, legislative committee meetings and other information required.
• Other duties as assigned.
AN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:
Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.
Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
Displaying Expertise: The ability to exhibit specialized skills or knowledge gained from experience or training.
Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
Working with Financial Information: The ability to use financial data to guide, drive, and convey the financial standing and/or outlook of an organization.
APPLICATION INFORMATION:
No Civil Service test score is required in order to be considered for this vacancy.
To apply for this vacancy, click on the“Apply” link above and complete an electronic application , which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.
Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. *
The Office of the Lieutenant Governor and the Department of Culture, Recreation and Tourism are participants in the E-Verify system for identification and employment eligibility purposes.
Louisiana as a State, is a Model Employer for People with Disabilities.
For further information about this vacancy contact:
Troi Johnson, Human Resources
Department of Culture, Recreation, and Tourism
1051 N. 3rd St
Baton Rouge, LA 70802
Fax: (225) 342-7928
tjohnson@crt.la.gov
Minimum Qualifications
MINIMUM QUALIFICATIONS:
Five years of experience in which clerical work was a major duty.
SUBSTITUTIONS:
Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.
Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.
College training will substitute for the required experience on the basis of 15 semester hours for six months of experience for a maximum of four years of the required experience.
NOTE:
Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.
NOTE: Any college hours or degree must be from an accredited college or university.
Job Concepts
Function of Work:
To serve as the confidential executive assistant to the unclassified Secretary, Deputy Secretary, Undersecretary, Assistant Secretary or equivalent high-level classified/unclassified executive of a state department.
Employees perform duties independently and exercise a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations.
Level of Work:
Advanced.
Supervision Received:
General from a high-level classified/unclassified executive.
Supervision Exercised:
May supervise 1-2 lower-level personnel.
Location of Work:
May be used by all state agencies.
Job Distinctions:
Differs from Administrative Assistant 5 by the presence of serving as the confidential executive assistant to the unclassified Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive of a state department.
Examples of Work
Relieves the Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive of a variety of administrative matters by assuming delegated authority in assigned areas.
Performs and supervises administrative support activities such as maintaining files and central records, printing and duplicating services, security, purchasing of supplies and equipment, warehousing, and preparation of payroll and personnel records.
Serves as executive support.
Reviews correspondence and receives telephone calls related to the most sensitive and confidential matters and determines appropriate action to be taken.
Interprets departmental policies and procedures for staff members and the general public.
Conducts and/or supervises special projects, such as organizing charity drives or coordinating facility maintenance.
Collects and compiles budgetary data for monitoring funds and staffing levels.
Prepares materials needed for meetings, such as agendas, handouts, binders, etc.
May attend meetings and transcribe minutes.
May attend meetings in lieu of the Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive.
May serve as backup for experienced-level professional duties, such as procurement, accounting, etc.
Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.
As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:
Insurance Coverage More information can be found at https://info.groupbenefits.org/
Parental Leave– Up to six weeks paid parental leave
More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx
Holidays and Leave – State employees receive the following paid holidays each year:
New Year's Day
Martin Luther King, Jr. Day,
Mardi Gras,
Good Friday,
Memorial Day,
Independence Day,
Labor Day,
Veteran's Day,
Thanksgiving Day and Christmas Day.
***** Additional holidays may be proclaimed by the Governor
State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.
Retirement – State of Louisiana employees are eligible to participate in various retirement systems (based on the type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to):
Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/Your_Retirement_System.mp4) to give you more detailed information about their system
Teacher's Retirement System of Louisiana (www.trsl.org),
Louisiana School Employees Retirement System (www.lsers.net), among others
01
CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.
1= I have no experience and/or am uncomfortable communicating effectively
2= I have limited experience or require assistance to communicate effectively
3= I can communicate effectively
4= I can communicate effectively and help others improve their communication
02
CE: Explain your rating by providing specific and relevant examples in the box below.
03
DE: Rate your ability to display expertise based on our definition: The ability to exhibit specialized skills or knowledge gained from experience or training.
1= I have no experience and/or am uncomfortable displaying expertise
2= I have limited experience or require assistance to display expertise
3= I can display expertise
4= I can display expertise and help others improve their ability to display expertise
04
DE: Explain your rating by providing specific and relevant examples in the box below.
05
MR: Rate your ability to manage resources based on our definition: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
1= I have no experience and/or am uncomfortable managing resources
2= I have limited experience or require assistance to manage resources
3= I can manage resources
4= I can manage resources and help others improve their ability to manage resources
06
MR: Explain your rating by providing specific and relevant examples in the box below.
07
WFI: Rate your ability to work with financial information based on our definition: The ability to use financial data to guide, drive, and convey the financial standing and/or outlook of an organization.
1= I have no experience and/or am uncomfortable working with financial information
2= I have limited experience or require assistance to work with financial information
3= I can work with financial information
4= I can work with financial information and help others improve their ability to work with financial information
08
WFI: Explain your rating by providing specific and relevant examples in the box below.
Required Question
Agency
State of Louisiana
Address
For agency contact information, please refer to
the supplemental information above.
Louisiana State Civil Service, Louisiana, 70802
Phone
(866) 783-5462
Website
http://agency.governmentjobs.com/louisiana/default.cfm
Apply
Please verify your email addressVerify Email
Print (https://www.governmentjobs.com/careers/louisiana/jobs/newprint/4736238)
Apply
ADMINISTRATIVE ASSISTANT 6
Salary
$3,186.00 - $6,252.00 Monthly
Location
Baton Rouge, LA
Job Type
Classified
Job Number
CRT-2024-202766-TJ
Department
Culture Rec & Tourism-Off of Sec'y
Opening Date
11/20/2024
Closing Date
12/4/2024 11:59 PM Central
Description
Benefits
Questions
Supplemental Information
LOCATION, POSITION, & APPLICATION INFORMATION:
This position is located in theCapitol Annex Buildingwithinthe Office of Secretary in Baton Rouge, LA.
POSITION INFORMATION:
This position serves as the confidential executive assistant to the Undersecretary. The employee assists in the development and implementation of policies and procedures necessary to achieve the goals and mission of the agency.
45% Communication
• Receives all phone calls, visitors and correspondence for the Undersecretary. Reviews correspondence and receives telephone
calls related to the most sensitive and confidential matters and determines appropriate action to be taken.
• Tracks projects assigned by the Undersecretary, checking to ensure that necessary coordination between the department sections and/or other departments occurs.
• Relieves the Undersecretary of some confidential matters. Prepares correspondence on complex/sensitive matters affecting the office. Keeps abreast of actions/agendas of committees that impact the office. Ensures that committee agendas, decisions and recommendations are presented to the Undersecretary as appropriate.
• Coordinates special projects or reports relating to management and finance. Confers and interfaces with executives of other Louisiana state branches/departments/agencies, such as the Division of Administration, House of Representatives and Senate.
• Interprets departmental policies and procedures for staff members and the general public.
• Attends meetings on behalf of the Undersecretary
• Sort and distribute mail for the department. Assures that all incoming communication is properly routed.
• Prepares materials needed for meetings, such as agendas, handouts, binders, etc.
35% Executive Administration
• In the Undersecretary's absence, independently handles routine business of the office.
• Reviews all materials submitted for approval of the Undersecretary, including invoices, contracts, personnel forms, purchase orders and general correspondence to adherence to all applicable state and federal laws.
• Monitors inventory and maintains office supplies for OMF staff. Responsible for making purchases with State LaCarte purchasing card and provides monthly reconciliation of purchases through the Bank of America Works system.
• Responsible for coordinating travel arrangements for OMF staff and making purchases with the state CBA account. Provides all receipts and monthly reconciliation of travel payments through the Bank of America Works system.
• Maintains filing system and databases
• Handles preparations for agency retreats, OMF staff meeting, and other department or agency events.
• Provides backup services to other staff as needed.
20% Support
• Initiates and/or reviews Policy and Procedure Memorandum 49 (PPM 49) special request letters from the DCRT agencies Deputy Assistant Secretaries and program managers before submittal for approval.
• Keeps the Undersecretary informed as needed of changes, special sessions, legislative committee meetings and other information required.
• Other duties as assigned.
AN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:
Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.
Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
Displaying Expertise: The ability to exhibit specialized skills or knowledge gained from experience or training.
Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
Working with Financial Information: The ability to use financial data to guide, drive, and convey the financial standing and/or outlook of an organization.
APPLICATION INFORMATION:
No Civil Service test score is required in order to be considered for this vacancy.
To apply for this vacancy, click on the“Apply” link above and complete an electronic application , which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.
Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. *
The Office of the Lieutenant Governor and the Department of Culture, Recreation and Tourism are participants in the E-Verify system for identification and employment eligibility purposes.
Louisiana as a State, is a Model Employer for People with Disabilities.
For further information about this vacancy contact:
Troi Johnson, Human Resources
Department of Culture, Recreation, and Tourism
1051 N. 3rd St
Baton Rouge, LA 70802
Fax: (225) 342-7928
tjohnson@crt.la.gov
Minimum Qualifications
MINIMUM QUALIFICATIONS:
Five years of experience in which clerical work was a major duty.
SUBSTITUTIONS:
Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.
Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.
College training will substitute for the required experience on the basis of 15 semester hours for six months of experience for a maximum of four years of the required experience.
NOTE:
Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.
NOTE: Any college hours or degree must be from an accredited college or university.
Job Concepts
Function of Work:
To serve as the confidential executive assistant to the unclassified Secretary, Deputy Secretary, Undersecretary, Assistant Secretary or equivalent high-level classified/unclassified executive of a state department.
Employees perform duties independently and exercise a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations.
Level of Work:
Advanced.
Supervision Received:
General from a high-level classified/unclassified executive.
Supervision Exercised:
May supervise 1-2 lower-level personnel.
Location of Work:
May be used by all state agencies.
Job Distinctions:
Differs from Administrative Assistant 5 by the presence of serving as the confidential executive assistant to the unclassified Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive of a state department.
Examples of Work
Relieves the Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive of a variety of administrative matters by assuming delegated authority in assigned areas.
Performs and supervises administrative support activities such as maintaining files and central records, printing and duplicating services, security, purchasing of supplies and equipment, warehousing, and preparation of payroll and personnel records.
Serves as executive support.
Reviews correspondence and receives telephone calls related to the most sensitive and confidential matters and determines appropriate action to be taken.
Interprets departmental policies and procedures for staff members and the general public.
Conducts and/or supervises special projects, such as organizing charity drives or coordinating facility maintenance.
Collects and compiles budgetary data for monitoring funds and staffing levels.
Prepares materials needed for meetings, such as agendas, handouts, binders, etc.
May attend meetings and transcribe minutes.
May attend meetings in lieu of the Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive.
May serve as backup for experienced-level professional duties, such as procurement, accounting, etc.
Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.
As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:
Insurance Coverage More information can be found at https://info.groupbenefits.org/
Parental Leave– Up to six weeks paid parental leave
More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx
Holidays and Leave – State employees receive the following paid holidays each year:
New Year's Day
Martin Luther King, Jr. Day,
Mardi Gras,
Good Friday,
Memorial Day,
Independence Day,
Labor Day,
Veteran's Day,
Thanksgiving Day and Christmas Day.
***** Additional holidays may be proclaimed by the Governor
State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.
Retirement – State of Louisiana employees are eligible to participate in various retirement systems (based on the type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to):
Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/Your_Retirement_System.mp4) to give you more detailed information about their system
Teacher's Retirement System of Louisiana (www.trsl.org),
Louisiana School Employees Retirement System (www.lsers.net), among others
01
CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.
1= I have no experience and/or am uncomfortable communicating effectively
2= I have limited experience or require assistance to communicate effectively
3= I can communicate effectively
4= I can communicate effectively and help others improve their communication
02
CE: Explain your rating by providing specific and relevant examples in the box below.
03
DE: Rate your ability to display expertise based on our definition: The ability to exhibit specialized skills or knowledge gained from experience or training.
1= I have no experience and/or am uncomfortable displaying expertise
2= I have limited experience or require assistance to display expertise
3= I can display expertise
4= I can display expertise and help others improve their ability to display expertise
04
DE: Explain your rating by providing specific and relevant examples in the box below.
05
MR: Rate your ability to manage resources based on our definition: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
1= I have no experience and/or am uncomfortable managing resources
2= I have limited experience or require assistance to manage resources
3= I can manage resources
4= I can manage resources and help others improve their ability to manage resources
06
MR: Explain your rating by providing specific and relevant examples in the box below.
07
WFI: Rate your ability to work with financial information based on our definition: The ability to use financial data to guide, drive, and convey the financial standing and/or outlook of an organization.
1= I have no experience and/or am uncomfortable working with financial information
2= I have limited experience or require assistance to work with financial information
3= I can work with financial information
4= I can work with financial information and help others improve their ability to work with financial information
08
WFI: Explain your rating by providing specific and relevant examples in the box below.
Required Question
Agency
State of Louisiana
Address
For agency contact information, please refer to
the supplemental information above.
Louisiana State Civil Service, Louisiana, 70802
Phone
(866) 783-5462
Website
http://agency.governmentjobs.com/louisiana/default.cfm
Apply
Please verify your email addressVerify Email