Administrative Assistant 4 (State Resources)

State of Louisiana; Baton Rouge (LA); On-site; USD 40,000 - 60,000; Full time

Job summary

Office of State Resources – Land Administration in Baton Rouge seeks a Special Assistant to the Petroleum Lands Director. Responsibilities include leasing administration, SONRIS data entry, payroll support, travel coordination, and document preparation.

The role requires strong organization, communication, and critical-thinking skills. Three years of administrative experience are required; experience with state systems like SONRIS and LaGov payroll is a plus.

Qualifications

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

Responsibilities

• Enter information into the SONRIS database and file lease instruments.
• Enter Instrument ID, Date, Type, Description, Lease Number, Original Lessee.
• Maintain documents and lease files in SONRIS or related software.
• Maintain mail log and distribute mail within the division.
• Prepare SMEB meeting reports and minutes.
• Prepare documents, letters and technical correspondence for the Division.
• Organize and maintain division filings.
• Provide back-up support for posting to the OSTR website.
• Coordinate staff travel and prepare travel authorizations with supporting docs.
• Serve as liaison between Fiscal and Land Administration on travel issues; assist with signatures and expense justifications.
• Serve as timekeeper for the Land Administration Division.
• Maintain payroll entry in LaGov SAP; review payroll time entry reports and prepare adjustments.
• Perform division purchasing for office supplies, subscriptions, dues, etc.
• Answer calls, take messages, and greet visitors.

Skills

Accepting Direction

Communicating Effectively

Thinking Critically

Tools

SONRIS database

LaGov SAP payroll

Job description

Office of State Resources – Land Administration

The Office of State Resources (OSTR) is responsible for the stewardship, administration, and strategic management of Louisiana’s publicly owned land, mineral, water, and subsurface assets for energy-related development. At the direction of the State Mineral and Energy Board (SMEB), the Office supports the full lifecycle of public resource management — beginning with the initial bid and contract evaluation, negotiation, and title verification.

OSTR manages Louisiana’s proprietary interests in minerals, water, and alternative energy on state lands and water bottoms. It oversees leasing through the State Mineral & Energy Board, ensures accurate royalty collection and audits, and expands into renewable leasing and groundwater management. By uniting mineral, land, and water stewardship, OSTR provides fiduciary oversight of public assets while developing a comprehensive water plan and integrating groundwater district functions. Its role ensures the state captures fair value from resources while safeguarding long-term sustainability.

The incumbent in this position serves as a special assistant to the Petroleum Lands Director, who oversees the Land Administration Division for the Office of State Resources (OSTR) in the Department of Conservation and Energy (C&E). The Land Administration Division (Division) is responsible for the administration of state mineral and surface leases, energy-related operating agreements, rights-of-way (ROWs), subsurface leases, carbon storage and alternative energy agreements, and provides strategic direction for the use and monetization of public land assets.

An ideal candidate should 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.
• Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.

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:

Duties include, but are not limited to, the following:

• Enter information into the SONRIS database as needed. Scan and enter all instruments into the lease file screen in SONRIS.
• Enter Instrument ID, Date, Type, Description, Lease Number, Original Lessee, including, but not limited to, State Leases, Assignments, Releases, Change of Names, Resolutions, Operating Agreements, and Unit Agreements
• All other duties related to document and lease file maintenance within SONRIS or other C&E software as directed by the Division Land Manager or Petroleum Lands Director.
• Maintain the mail log, review and prioritize mail. Distribute mail to recipients within the Division
• Assist in the preparation of the monthly State Mineral and Energy Board (SMEB) meeting reports and minutes.
• Responsible for the preparation of documents, letters and technical correspondence for the Division
• Organize, maintain, and update the filing of necessary documents produced by the Division.
• Provide back-up support for posting additions and edits to the OSTR website.
• Make reservations for necessary staff travel and prepare travel authorizations with all supporting documentation, ensuring compliance with state and department travel guidelines.
• The incumbent serves as the liaison between Fiscal and Land Administration on travel related issues, obtaining all required signatures and assisting with expense reports and justifications as needed.
• Serve as timekeeper for the Land Administration Division.
• Maintain payroll entry into the LaGov SAP payroll system for employees, review payroll time entry reports for accuracy and prepare Prior Pay Period Adjustments (ePPA) as needed.
• Perform purchasing duties for the Division, including office supplies, subscriptions, dues, etc.
• Answer phone calls, take messages, and greet visitors for the Division

Position-Specific Details:

Appointment Type: Probational and Promotional

Career Progression: This position does not participate in a Career Progression Group.

Work Schedule: Work hours are flexible.

Compensation: The salary offered will be determined based on qualifications and experience.

This vacancy is being announced as a classified position and is open to all qualified applicants. This position requires the selected applicant to serve a minimum probationary period of twelve (12) months. A current, permanent status state employee may be required to accept a probational appointment in lieu of promotion. Additional Vacancies may be filled from this announcement within 90 days of the closing date.

For further information about this vacancy, contact:

Human Resources

Department of Conservation and Energy

PO Box 94396

Baton Rouge, LA 70804-9396

Email: [e-mail]