Administrative Assistant 5

State of Louisiana; Baton Rouge (LA); On-site; USD 52,000 - 72,000; Full time

Job summary

State of Louisiana’s Office of State Uniform Payroll (OSUP) seeks an Executive Assistant to the Director. You will provide confidential administrative support across three program units, manage calls and mail, and coordinate timekeeping, purchases, and website updates.

The ideal candidate will be highly organized with strong communication and problem-solving skills, supporting the Director and cross-functional teams in a government office setting.

Qualifications

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

Responsibilities

• Provide confidential administrative support to the Director and resolve minor matters independently.
• Answer and route calls on the main office line; open, copy, and distribute mail.
• Maintain supply and property inventories; process purchase orders and invoices for payment.
• Edit and distribute OSUP memoranda; maintain and update the OSUP website.
• Act as backup timekeeper and review biweekly time entry for accuracy.
• Serve as liaison for Personnel, State Buildings, IT, Archive Records, Travel, Purchasing, and Safety.

Skills

Administrative experience

Time management

Communication

Microsoft Office

Tools

Microsoft Office

Job description

About This Job

The Division of Administration/Office of State Uniform Payroll has a vacancy. This job title has an assigned pay grade of AS-613.

Join Our Team – Executive Assistant Opportunity

Office of State Uniform Payroll (OSUP)

The Office Of State Uniform Payroll (OSUP) Serves As The Centralized, Statewide Payroll Accounting Team For Executive Branch Agencies On The LaGov HCM System. We Support Over 100 Agency HR Offices And More Than 37,000 Employees Through Three Core Program Units:

• Benefits and Financial Administration
• Wage and Tax Administration
• Garnishment Administration

Our mission is to administer and facilitate payroll services in a timely, accurate, and professional manner, and to give quality service to agencies and vendors on the LaGov HCM system in accordance with executive policy and federal and state mandates.

We are seeking a highly organized, professional, and self-motivated individual to serve as the Executive Assistant to the Director and provide administrative support across our three program units.

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.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.

The Division Of Administration Is The State Government’s Management Arm And The Hub Of Its Financial Operations. Division Offices Perform a Wide Variety Of Activities, Including The Following:

• Overseeing the state’s capital construction program
• Working to provide state and federal grants for community development
• Development of the state budget
• Providing technology services
• Giving agencies guidance in the state purchasing and contracting process as they seek goods and services
• Administering a program that provides federal funds to help Louisiana residents recover from a series of devastating hurricanes

Minimum Qualifications

Four 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

• Provide confidential administrative support to the Director, handling and resolving minor administrative matters independently.
• Answer and route calls on the main office line; open, copy, and distribute incoming mail.
• Maintain supply and property inventories; process purchase orders and invoices for payment.
• Edit and distribute official OSUP memoranda; maintain and update the OSUP website.
• Act as backup timekeeper; review and audit biweekly time entry for accuracy.
• Serve in a variety of liaison and coordination roles, including:
• Personnel Liaison
• State Buildings Liaison
• IT Coordinator
• Archive Records Officer
• Purchasing and Travel Coordinator
• Property Control Manager
• Safety Coordinator
• Training Coordinator

Position-Specific Details

Appointment Type: New hire or by promotion of a current permanent status classified employee.

Appointment Type: Probational, Promotional, or Job Appointment

Position: Executive Assistant to the Director

Louisiana is a "State as a Model Employer" for People with Disabilities.

Eligibility and Application Requirements

No Civil Service test score is required.

• Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education).
• Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.
• Please make every effort to attach a copy of your transcript to your application (PDF format preferred). The selected candidate will be required to submit original documentation upon hire.

Criminal history checks may be conducted on all new hires as well as employees changing positions, including promotions, demotions, details, reassignments, and transfers.

Applicants may be subject to pre-employment drug testing. New hires will be subject to employment eligibility verification via the federal government's E-Verify system.

Contact

For Further Information About This Posting, Please Contact:

Erica R. Gay

HR Specialist

Division of Administration/Office of Human Resources

Email: [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 – 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