Administrative Assistant 4 (State Resources)

State of Louisiana; Baton Rouge (LA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Insurance coverage

Parental leave

Retirement benefits

Public service impact

Job summary

The State of Louisiana, Department of Conservation and Energy, Office of State Resources invites applications for a special assistant role within the Land Administration Division in Baton Rouge. The position supports administrative operations, lease records, payroll, travel, and document control to ensure efficient asset management.

Work is performed in a flexible schedule environment with opportunities for career growth, comprehensive benefits, and public service impact.

Qualifications

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

Responsibilities

• Enter information into the SONRIS database and scan/enter instruments into lease files.
• Record Instrument IDs, Dates, Types, Descriptions, Lease Numbers, and Original Lessees.
• Maintain the Division's filing system and assist with monthly SMEB reports and minutes.
• Post payroll entries in LaGov SAP and prepare adjustments as needed.
• Handle travel reservations, travel authorizations, and ensure compliance with guidelines.

Skills

Administrative experience

Job description

About This Job

Office of State Resources – Land Administration

About This Job

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.

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

Job Duties and Other Information

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.

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

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: DNR‑[e-mail]

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.

As a State Employee, You Will Earn Competitive Pay, Choose From a Variety Of Benefits, And Have Access To a Great Professional Development Program:

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

• 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