Administrative Assistant 4

LDH-Office of Public Health; Baton Rouge (LA); On-site; USD 40,000 - 48,000; Full time

Job summary

Louisiana Department of Health is seeking an organized administrative professional to support the Bureau of Emergency Medical Services in East Baton Rouge Parish. The role covers reception, mail processing, supply management, and IMS inquiries within a fast-paced public health environment.

The ideal candidate has three years of administrative services experience and can manage personnel actions, timekeeping, and special duties with accuracy, supporting EMS operations and disaster response

Qualifications

• Three years of experience in administrative services.
• Experience substitution: Every 15 semester hours earned is credited as six months of experience.
• Official job specifications for this role can be found here.

Responsibilities

• Provides admin and clerical support to the Bureau of EMS Director and staff, including reception, customer service, correspondence, mail processing, supply management, and IMS inquiries.
• Coordinates and processes personnel actions as the Bureau’s EPAR liaison, ensuring new hires, promotions, demotions, and other actions are completed on time.
• Supports EMS investigations by preparing and transmitting formal correspondence, maintaining case documentation, and tracking activities.
• Prepares and processes emergency vehicle permits and maintains related records in the IMS system.

Skills

Accepting Direction

Accountability

Customer Focus

Adaptability

Initiative

Policies & Procedures

Time Management

Tools

IMS system

Job description

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.

Learn more about Louisiana Department of Health

Be a Vital Part of Louisiana’s Emergency Response Team! Join the Louisiana Department of Health’s Bureau of Emergency Medical Services and play a key role in supporting the team that helps protect lives across Louisiana. From coordinating administrative operations and personnel actions to managing purchasing, travel, timekeeping, investigations, and emergency response activities, this dynamic position keeps critical EMS operations moving. If you’re organized, dependable, and ready to make an impact in a fast-paced environment, we encourage you to apply!

An ideal candidate should possess the following competencies:

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.
• Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers.
• 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.
• 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.
• Managing Time: The ability to prioritize tasks, meet deadlines, and allocate time to ensure timely completion of work goals

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

• Provides administrative and clerical support to the Bureau of EMS Director and staff, including reception, customer service, correspondence, mail processing, supply management, and assistance with IMS access and inquiries.
• Coordinates and processes personnel actions as the Bureau’s EPAR liaison, ensuring new hires, promotions, demotions, special duty details, and other personnel actions are accurately completed and routed within established deadlines.
• Supports EMS investigations by preparing and transmitting formal correspondence, maintaining case documentation, tracking investigation activities, and following up on outstanding requests.
• Prepares and processes emergency vehicle permits, accurately enters permit information into the Information Management System, and maintains related records.
• Serves as the Bureau’s purchasing agent and travel coordinator by processing P Card and CBA transactions, maintaining required documentation, and arranging lodging, transportation, and other travel needs in accordance with applicable policies.
• Serves as time administrator for Bureau of EMS staff by maintaining employee information, reviewing payroll reports, monitoring time certification and coding, and identifying discrepancies for correction.
• Supports emergency preparedness and disaster response activities, including ambulance credentialing, EMS Tactical Operations Center support, and other assignments during declared emergencies or disasters.

Location

Office of Public Health / Bureau of Emergency Medical Services / East Baton Rouge Parish

Appointment Type

This position will be filled as aProbationary appointment

Cost Center

3262107220

Position Number(s)

163328

This organization participates in E-verify, and for more information on E-verify, please contact DHS at 1-888-464-4218.

LDH supports Louisiana’s commitment to being a State as a Model Employer (SAME) by promoting the recruitment, hiring, and retention of individuals with disabilities.

Information on the Louisiana Works, Louisiana Rehabilitation Services is available here.

LDH is an equal opportunity employer and seeks to recruit a highly productive and diverse workforce and will provide equal employment opportunities to all employees and prospective employees. Employment decisions shall be based strictly on merit and without regard to religious or political beliefs, sex, race, or any other non-merit factor.