Administrative Assistant 5

Division-of-Administration; Baton Rouge (LA); On-site; USD 42,000 - 62,000; Full time

Job summary

Division of Administration in Louisiana seeks an experienced administrative professional to serve as the first point of contact for the Office of the Commissioner. The role supports the Commissioner, Deputy Commissioner, and several senior staff, handling confidential matters and coordinating statewide programs.

The incumbent will manage visitors, phone inquiries, mail, records, procurement, and COOP documentation, while ensuring accuracy and regulatory compliance across agency systems.

Qualifications

• Four years of experience in administrative services.

Responsibilities

• Receives visitors and directs them to the appropriate staff.
• Handles highly confidential, time‑sensitive information with discretion.
• Receives, reviews, and forwards documents for compliance and processing.
• Maintains databases and generates periodic reports for program coordinators and leadership.
• Coordinates procurement, inventory, and mail handling for the Office of the Commissioner.

Skills

Administrative support

Customer service

Communication

Record keeping

Job description

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

This is a highly responsible, independent, and professional position, serving as the first point of contact for the Division of Administration (DOA), Office of the Commissioner. Work includes a variety of administrative work, including highly critical, time sensitive, and confidential matters. Incumbent directly supports the Commissioner, Deputy Commissioner, three Assistant Commissioners, the Special Counsel, Executive Counsel, and Internal Audit, , as well as four Program Coordinators responsible for Statewide Programs including State ADA Coordinator, Continuity of Operations Planning Coordinator, Broadband Program Coordinator, and Office of Louisiana Highway Construction. Incumbent must have overall knowledge of the DOA, its responsibilities and state government regulations and procedures as well as general knowledge of the Executive Departments and Office of the Governor.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.


• Building and Supporting Teams: The ability to combine one's actions and efforts with others to work toward achieving a common goal.


• 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

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.

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties:

• Provides program support to multiple statewide programs as needed. Handles overflow workload and project support as directed. Serves as backup and provides additional administrative support as needed to the Statewide ADA Coordinator, Boards and Commissions Coordinator, Continuity of Operations Plan (COOP) Coordinator, Internal Audit staff, Broadband program staff, and Office of Louisiana Highway Construction staff. Coordinates program information by maintaining databases, generating reports, and ensuring information integrity. Receives documents and reports from agencies and reviews for completeness and compliance with State and Federal regulations, policy requirements, etc. Provides information to users regarding access to the Boards and Commissions database per RS 39:16.8. Assists the Coordinator with responding to requests for access as needed. Monitors receipt of quarterly updates required to maintain the agency COOP and notifies the Coordinator of any missing or incomplete plans.


• Receives and directs all visitors to the Office of the Commissioner. Visitors typically include Agency Heads and executive staff, Legislators and senior legislative staff, as well as members of the public. Receives all incoming calls for the Office of the Commissioner and provides customer service information or directs calls to the appropriate person/division on the State of Louisiana's toll-free phone line. Acts as the primary custodian of voicemail for the State of Louisiana's toll-free phone line checking and directing incoming messages to the appropriate party for handling and placing new after hour messages in a timely manner. As with visitors, calls are received from various individuals and often require sensitive, discreet handling.


• Receives, reviews for completeness, and submits for approval all warrants and seed requests from State Agencies. Logs highly critical financial requests and ensures information is complete. Submits all necessary documentation to the Commissioner of Administration for review and approval. Coordinates submission of requests to Louisiana Department of Treasury.


• Serves as the purchasing coordinator for the Office of the Commissioner. Keeps inventory of supplies, completes necessary documentation for ordering all supplies, and assists with preparation of procurement contracts. Reviews invoices for accuracy and processes receipts.


• Accepts, sorts and logs all incoming mail within the office including mail delivered twice daily from state mail room, hand delivery and Federal Express/UPS. Directs all incoming mail to appropriate staff/division within DOA in a timely manner. Separates outgoing mail and records appropriately in database. Ensures all mail and documents received are time and date stamped appropriately to preserve delivery records. Receives electronic faxes and logs and distributes immediately. Reviews logs to ensure items requiring response have been completed including tracking assignment, receiving and logging response, and routing final documents to original requestor. Informs the Confidential Assistant of any outstanding issues and/or concerns.


• Serves as the backup Time Administrator for the Office of the Commissioner, including collection of timesheets; entry into ISIS payroll system, and maintaining records for audit purposes.


• Serves as backup Safety Coordinator for the Office of the Commissioner. Assist with safety activities, quarterly safety meetings, and safety inspections as needed.


• Serves as backup for the Technical Equipment Support Coordinator for the Office of the Commissioner. Manager of the coffee club, including collection of dues and maintains accurate records for audit purposes for the Office of the Commissioner.


• Other duties as assigned.

Position-Specific Details:

Appointment Type: This vacancy will be filled by new hire or by promotion of a current permanent status classified employee.

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

For further information about this posting, please contact:

Erica R. Gay

HR Specialist

Division of Administration/Office of Human Resources

Email: [e-mail]