Administrative Assistant 4

DPS-Office of State Police; Baton Rouge (LA); On-site; USD 36,000 - 52,000; Full time

Job summary

Louisiana State Police Investigative Support Section seeks an Administrative Assistant to support daily operations, personnel processes, and administration of ASU components (LA-SAFE, School Safety, LPR/VMS). The role reports to the LA-SAFE Director and supports multiple managers, handling confidential information with professional judgment.

Responsibilities include calendar management, payroll and personnel support, document production using various software, procurement and inventory tasks,

Qualifications

• Three years of experience in administrative services.
• Proficiency with payroll and timekeeping processes.
• Experience with procurement and inventory management.
• Strong calendar and meeting management skills.

Responsibilities

• Maintain the section’s activity calendar; schedule training sessions, conferences, and staff meetings; prepare agendas and materials; record and distribute meeting minutes.
• Compile payroll data as the primary timekeeper; maintain payroll records; prepare leave and overtime reports; assist HR with onboarding tasks.

Skills

Administrative experience

Calendar management

Documentation skills

Interpersonal communication

Time management

Tools

Word

Excel

Lotus Notes

CATS

State Uniform Payroll System

SAP

Job description

At Louisiana State Police-Investigative Support Section, our mission is to promote health and wellness by delivering compassionate and high-quality health services. We provide behavioral health support and counseling services to individuals and families across Louisiana, working every day to improve lives and strengthen communities.

The Louisiana State Police-Investigative Support Section is seeking a highly organized and detail-oriented Administrative Assistant to support daily operations, personnel processes, and administrative functions of the Investigative Support Section. The Investigative Support Section consists of the Louisiana State Analytical and Fusion Exchange (LA-SAFE); School Safety, and the LPR/Video Management System. This position plays a key role in maintaining workflow efficiency, supporting leadership, and ensuring accurate documentation across ASU’s operational areas.

The incumbent is responsible for handling different matters according to general instruction, priorities, duties, policies, and program goals of the Investigative Support Section. The incumbent of this position is exposed to and handles very sensitive confidential information and sensitive materials. The ability to use independent judgement with limited direct supervision is an integral part of the incumbent's function.

Selected Core 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.
• Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.

Selected Preferred Competencies:

• 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.
• Learning Actively: The ability to pursue learning, seek feedback, and integrate new knowledge to improve personal and professional performance.
• Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.
• 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:

The Administrative Assistant 4 supports daily operations, personnel processes, and administration of the Analytical Support Unit (ASU), which consists of the Louisiana State Analytical and Fusion Exchange (LA-SAFE), School Safety, and the LPR/Video Management System. The coordinator reports to the LA-SAFE Director and may also serve as administrative support for the LA-SAFE Manager and its two Deputy Directors.

• Meeting & Calendar Management: Maintain the section’s activity calendar; schedule training sessions, coordinate conferences, and staff meetings; prepare agendas and materials; record and distribute meeting minutes.
• Payroll & Personnel Support: Compile and verify payroll data as the primary timekeeper for the Investigative Support Section; maintain accurate payroll records; prepare quarterly leave and overtime reports; serve as the secondary timekeeper for the Administrative Program Specialist A, also within the Investigative Support Section. Serve as a liaison with Human Resources; assist new hires with onboarding tasks including paperwork, ID cards, and parking credentials.
• Technical & Document Production: Utilize software such as Word, Excel, Lotus Notes, CATS and State Uniform Payroll System, SAP, and other online systems to prepare documents, reports, access requests, letters, and forms. Assist the LA-SAFE Director with maintaining the Safe Schools initiative grant information and drafting initiative contracts and memoranda of understanding. Assist the LA-SAFE Director with drafting and maintaining the LPR/Video Management System (LPR/VMS) program contracts, memoranda of understanding, and other various records. On behalf of the LA-SAFE Director, the incumbent shall provide clerical support for commissioned and non-commissioned personnel assigned to the Safe Schools Initiative and the LPR/VMS Program. Makes timely, well-reasoned decisions using available info, context, and trade-offs.
• Procurement & Inventory Management: Coordinate with the Administrative Program Specialist A to the Section Commander regarding monitoring and ordering office supplies; assist in procurement of software and specialized equipment necessary to support the operations of LA-SAFE, School Safety, and the LPR/Video Management System, Assist in the management unit inventory. Assist the ISS Administrative Assistant and Command Staff in reconciling recurring invoices and resolving discrepancies.
• Hiring Process Support to LA-SAFE: Coordinate applicant scheduling; prepare interview packets; assist with the written practical portion of the interview process.
• Safety Coordination: Serve as the section’s safety coordinator, supporting compliance with safety procedures and workplace standards.

Position-Specific Details:

• Appointment Type: Probational or Job Appointment
• Work Schedule: Work hours are 7:30 AM-4:00 pm or 8:00 AM-4:30 PM, Monday-Friday
• Career Progression: This position does not participate in a Career Progression.
• Location: This vacancy is located in the Investigative Support Section in the Office of State Police located in East Baton Rouge Parish.
• Compensation: The salary offered will be determined based on qualifications and experience.
• Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.