Administrative Assistant 4

State of Louisiana; Baton Rouge (LA); On-site; USD 40,000 - 65,000; Full time

Job summary

Louisiana Department of Insurance seeks an Administrative Assistant 4 to support the Deputy Commissioner in the Office of Property & Casualty. You will perform advanced administrative tasks, manage calendars, arrange travel, and handle confidential information with discretion.

This role requires three years of administrative experience, strong communication, ethics, and the ability to coordinate multiple projects.

Qualifications

• Three years of experience in administrative services.
• Experience substitution: every 15 semester hours credits six months of experience.

Responsibilities

• As the confidential administrative assistant and special assistant to the Deputy Commissioner, support executive leadership.
• Manage the Deputy Commissioner's calendar, schedule meetings, interviews, hearings and presentations.
• Prepare and proofread confidential correspondence for the insurance industry and stakeholders.
• Serve as the primary contact for calls, visitors and inquiries directed to the Office of Property & Casualty.
• Create reports and compile confidential data to support decision-making.
• Coordinate travel arrangements and prepare reimbursement documentation.

Skills

Calendar management

Confidentiality

Executive support

Communication

Job description

About This Job

The mission of the Department of Insurance is to enforce the insurance laws and regulations of the state impartially, honestly and expeditiously.

The Louisiana Department of Insurance is seeking a detail-oriented and highly professional Administrative Assistant 4 to support key functions within the Office of Property & Casualty. In this role, you will serve as the confidential administrative assistant to the Deputy Commissioner, providing advanced administrative support and helping ensure the efficient operation of the office. This position plays a vital role in supporting the regulation and oversight of Louisiana's property and casualty insurance industry through effective coordination, communication, and administrative oversight. If you are organized, dependable, and comfortable handling sensitive information while supporting executive leadership, we encourage you to apply!

Core Competencies

The ideal candidate possesses the following competencies:

• 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.
• Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers.

Preferred Competencies

• 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 Business Acumen: The ability to apply business insight, data, and strategy to make informed decisions and achieve organizational goals.
• Displaying Professionalism: The ability to uphold workplace standards through consistent conduct, responsible communication, and consideration for 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.
• Leveraging Technology: The ability to use digital tools, systems, and emerging technologies to improve efficiency and effectiveness.

Minimum Qualifications

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.

Job Specification

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

Job Duties

As an Administrative Assistant 4 in the Office of Property & Casualty you will/may:

• Serve as the confidential administrative assistant and special assistant to the Deputy Commissioner.
• Assist with division planning efforts by supporting the development and implementation of short- and long-term goals and objectives.
• Manage the Deputy Commissioner's calendar, including scheduling meetings, coordinating interviews, hearings, presentations, and other official appearances.
• Prepare, proofread, and process routine and non-routine correspondence of a confidential nature for the insurance industry, the public, Department staff, and other stakeholders.
• Serve as the primary point of contact for calls, visitors, and inquiries directed to the Office of Property & Casualty, ensuring appropriate routing and timely follow-up.
• Create reports and compile confidential data to support executive decision-making and division operations.
• Organize and maintain office files, correspondence, records, and administrative documentation in accordance with record retention requirements.
• Receive, screen, and distribute incoming mail, exercising independent judgment to identify items requiring priority or executive attention.
• Maintain payroll and timekeeping functions for the Office of Property & Casualty, ensuring accuracy and timely submission.
• Coordinate travel arrangements and prepare travel reimbursement documentation for the Deputy Commissioner.
• Serve as the Safety Warden for the division or assigned area, assisting with the implementation of the Department's safety program and coordinating emergency procedures as needed.
• Support special projects and perform other related duties as assigned by the Deputy Commissioner or Office leadership.

Position-Specific Details

Division/Location: Office of Property & Casualty

Appointment Type: Probational or Promotional

Career Progression: This position will be filled as an Administrative Assistant 4

Compensation: The salary will be determined based on qualifications and experience within the established pay range.

Contact Information

For further information about this vacancy, contact:

Dr. Phillip Donagriche

Human Resources Division

Louisiana Department of Insurance

P.O. Box 94214

Baton Rouge, LA 70804

[e-mail]

Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity to make a difference through 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.

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 at https://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 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

Competency Assessment

01

CE: Communicating Effectively - How well do you share information and ideas in ways that others can understand, relate to, and act on?

• I communicate unclearly, use poor tone, and ignore the audience.
• I share main ideas clearly and adapt to the audience when reminded.
• I communicate clearly, listen actively, and explain complex ideas well.
• I craft messages that connect, inspire, and drive action across audiences.

02

CE: Communicating Effectively - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

03

DPf: Displaying Professionalism - How well do you meet expectations for workplace behavior, communication, and responsibility, especially when under pressure?

• I miss deadlines, act unprofessionally, or avoid responsibility for my actions or workplace expectations.
• I meet basic standards for work quality, behavior, and communication when given occasional reminders or support.
• I meet expectations, follow policies, and communicate respectfully and clearly—even in difficult situations.
• I model professionalism and ethics, adapt under pressure, and build trust through consistent and responsible behavior.

04

DPf: Displaying Professionalism - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

05

FC: Focusing on Customers - How well do you understand and meet the needs of internal or external customers?

• I struggle to understand customer needs, provide clear information, or resolve issues.
• I respond to customer needs with some support and build basic working relationships.
• I understand customer needs, communicate clearly, and deliver timely, reliable service.
• I anticipate customer needs, build trust, and deliver personalized, proactive service.

06

FC: Focusing on Customers - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

07

FPP: Following Policies and Procedures - How well do you apply rules, policies, and procedures in your work?

• I struggle to follow rules or apply policies correctly, which can lead to confusion or mistakes.
• I follow rules with support and help correct issues, but I sometimes apply policies inconsistently.
• I apply and explain policies accurately, adapt to routine situations, and help improve procedures.
• I guide others in applying policies, prevent compliance issues, and improve procedures based on experience.

08

FPP: Following Policies and Procedures - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

09

ADi: Accepting Direction - How well do you accept guidance, follow instructions, and adjust when given feedback?

• I resist direction, ignore feedback, and need reminders to complete tasks.
• I follow direction with reminders and often need clarification or support.
• I follow direction reliably, adjust to feedback, and complete tasks on time.
• I adapt quickly, follow through, and help others adjust as needed.

10

ADi: Accepting Direction - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

Required Question