ADMINISTRATIVE ASSISTANT 4

Louisiana Works; Monroe (LA); On-site; USD 36,000 - 54,000; Full time

Job summary

Louisiana Works seeks an Administrative Assistant 4 to support the Regional Manager of Louisiana Rehabilitation Services in Monroe, LA. The role involves confidentially handling regional matters, preparing reports, and coordinating personnel and administrative tasks.

Three years of experience in administrative services are expected; knowledge of state civil service policies is advantageous. A background in payroll, contracts, and safety coordination is helpful for success in this role.

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.
• Official job specifications for this role are defined by the State Civil Service and can be found here.

Responsibilities

• Provide clerical support to the Regional Manager of Louisiana Rehabilitation Services as a personal/confidential assistant, bringing regional matters to the Regional Manager's attention and making recommendations.
• Researches, analyzes and compiles statistical reports for production, budgetary and federal indicator matters; independently provides information on routine administrative inquiries from State Office, office staff, vendors, consumers and the general public.
• Responds to requests for information; may require interpretation of department rules and regulations.
• Organizes and maintains files of correspondence and information.
• Compiles and types special reports by selecting relevant information from various sources; independently composes and types correspondence involving complex, sensitive and non-routing matters.
• Responsible for all personnel matters for all employees in the Region, including knowledge of LRS and State Civil Service policies and procedures.
• Provides technical and administrative assistance to the regional office including preparing materials for meetings and attending meetings to transcribe minutes.
• May type contracts, secure signatures, and track contracts through the approval process.
• Reviews and audits payroll documents for accuracy.
• Assists the Regional safety coordinator in maintaining records and ensuring safety program documentation is up to date.
• Maintains regional telephone reports and payments in the AWARE system.
• Additional duties as assigned; travel must be performed as needed.

Skills

Accepting Direction

Communicating Effectively

Making Accurate Judgments

Job description

Office of Workforce Development

Division: Louisiana Rehabilitation Services

Location: Monroe, LA

Louisiana Works transforms lives and drives prosperity by putting people at the center of everything we do. We provide one seamless door where individualized solutions create new possibilities, proving that when government works for people, Louisiana works for everyone.

Learn more about Louisiana Works

This Administrative Assistant 4 position provides administrative support to a Regional Manager of Louisiana Rehabilitation Services. This person serves as a confidential and personal assistant to the Regional Manager performing duties independently and exercising a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations. Also, this person provides managerial and personnel support to the staff in the region.

The Office of Workforce Development (OWD) is a key division of the Louisiana Works; managing programs in workforce training, job placement, apprenticeships, and business engagement. Through collaboration with local boards, educational institutions, and industry partners, OWD aims to improve economic mobility for job seekers and ensure Louisiana employers have the skilled talent they need, contributing to the state’s economic growth.

Louisiana Rehabilitation Services (LRS) assists persons with disabilities in their desire to obtain, maintain, or advance in competitive integrated employment and achieve independence in their communities by providing rehabilitation services and working cooperatively with businesses and other community resources.

AN IDEAL CANDIDATE WILL POSSESS 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.
• Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.

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

• Provide clerical support to the Regional Manager of Louisiana Rehabilitation Services, as a personal/confidential assistant, bringing regional matters to the Regional Manager's attention and making recommendations.
• Researches, analyzes and compiles statistical reports for production, budgetary and federal indicator matters. Independently provides information on routine administrative inquiries from State Office, office staff, vendors, consumers and the general public.
• Responds to requests for information; may require interpretation of department rules and regulations.
• Organizes and maintains files of correspondence and information.
• Compiles and types special reports by selecting relevant information from a variety of sources such as reports, documents, correspondence, electronic files, etc. Independently composes and types correspondence involving complex, sensitive and non-routing matters.
• Responsibility for all personnel matters for all employees in the Region: Being knowledgeable of all LRS and State Civil Service policies and procedures.
• Provides technical and administrative assistance to the regional office including: Prepares materials needed for meetings, such as agendas, handouts, binders, etc. May attend meetings and transcribe minutes.
• May type contracts, secure appropriate signatures, and track contracts through the approval process.
• Reviews and audits payroll documents for accuracy.
• Assists the Regional safety coordinator in maintaining records and insuring that safety program is up to date and accurate in documentation.
• Maintains regional telephone reports, payments in AWARE system.
• Additional duties as assigned and travel must be performed as needed.

Position Specific Details

Location: Monroe, LA

Appointment Type: Probational / Job Appointment / Promotional / Detail to Special Duty

No Civil Service test score is required to be considered for this vacancy.

All applicants selected for employment must submit to drug screening and a background check.

Heather Courville

[e-mail]

Louisiana Works is an equal employment opportunity employer and SAME agency, which serves as a model employer for the recruitment, hiring, and retention of individuals with disabilities. Auxiliary aids and services are available upon request to individuals with disabilities TDD# 800-259-5154.