ADMINISTRATIVE ASSISTANT 4

DCFS-Department of Children and Family Services; Baton Rouge (LA); On-site; USD 42,000 - 56,000; Full time

Job summary

DCFS-Department of Children and Family Services in Baton Rouge, LA seeks an Administrative Coordinator 4 to provide confidential administrative support to the General Counsel and manage routine office tasks. Responsibilities include creating purchase orders, inputting invoices, and supporting BGC staff as the Primary Time Administrator.

The role requires a minimum of three years in administrative services, with experience substitutions allowed per state policy.

Qualifications

• Three years of experience in administrative services.
• Experience substitution: every 15 semester hours earned credits six months of experience.
• Official job specifications for this role are defined by State Civil Service.

Responsibilities

• Serves as personal and confidential Administrative Assistant to the General Counsel of the Bureau of General Counsel.
• Independently responsible for routine minor administrative matters within the Bureau of General Counsel.
• Primary Time Administrator for all in-house BGC staff responsibilities.
• Create purchase orders using SRM (Eprocurement).
• Input invoices into VIP and make purchases using LaCarte; upload receipts using WORKS.

Skills

Accepting Direction

Accountability

Communicating Effectively

Ethics and Integrity

Adapting to Change

Initiative

Professionalism

Tools

SRM (Eprocurement)

Vendor Invoice Portal (VIP)

WORKS system

LaCarte card

Job description

Department MISSION

To protect children, empower families, and strengthen communities so every child grows up safe, stable, and strong.

Department VISION

A future where every child thrives in a loving environment, supported by empowered families and resilient communities.

Department VALUES

Treating all people with dignity, compassion and respect, while providing services with integrity.

At The Department of Children and Family Services, our mission is to empower communities and improve lives by delivering responsive, inclusive, and forward-thinking public services. We are proud to serve the people of Louisiana with integrity, innovation, and a deep commitment to equity.

Administrative Coordinator 4

We’re looking for a dependable professional with strong organizational skills, excellent attention to detail, and a commitment to excellence in a mission-driven environment.

Competencies

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Communicating Effectively: The ability to convey information, ideas, and emotions, using structured communication methods that promote understanding and engagement.
• Acting with Ethics and Integrity: The ability to make choices that reflect ethical standards, integrity and honesty, regardless of circumstances or personal benefit.
• Adapting to Change: The ability to demonstrate flexibility in thoughts, behaviors, and actions in response to evolving circumstances or unexpected change.
• Demonstrating Initiative: The ability to assess situations independently and take proactive steps to address them without being prompted or instructed by others.
• Displaying Professionalism: The ability to uphold workplace standards through consistent conduct, responsible communication, and consideration for others.

Three years of experience in administrative services.

EXPERIENCE SUBSTITUTION:

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties

• Serves as personal and confidential Administrative Assistant to the General Counsel of the Bureau of General Counsel.
• Independently responsible for all routine minor administrative matters within the Bureau of General Counsel.
• Solely responsible for all functions and duties associated with being the Primary Time Administrator for all in-house BGC staff.
• Responsible for creating purchase orders using the SRM (Eprocurement) module.
• Responsible for inputting invoices into the Vendor Invoice Portal (VIP). Also responsible for making purchases using the State issued LaCarte card and using the WORKS system to upload the receipts from each purchase.
• Provides direct secretarial support to the BGC attorneys in the completion of legal documents that require specialized knowledge of format and legal terminology.
• Greets visitors, screens telephone calls, determines proper referrals, and provides assistance to general inquiries.

Position-Specific Details

Appointment Type: This position may be filled as a probational appointment or a job appointment that may last up to 48 months. Job appointments may convert to probational appointments. Also, it may be filled as a detail and promoted within 12 months or by promotion of a permanent classified employee.

Career Progression: This vacancy may be filled as an Administrative Coordinator 1, 2 or 3 depending on experience.

Work Schedule: Typically, work hours are 8:00 am to 4:30 pm, Monday – Friday. Flexible work schedules are available after meeting certain criteria and is dependent upon the position you are applying for. Some positions require working shifts.

Work Location: Baton Rouge, LA- State Office Building

No Civil Service Test score is required in order to be considered for this vacancy.

For further information about this vacancy, contact:

Tra'lecia Holmes

[e-mail]

DCFS is an “Equal Opportunity Employer”, and Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.