Administrative Assistant 5

Division of Administration; Baton Rouge (LA); On-site; USD 42,000 - 66,000; Full time

Job summary

The Division of Administration/Office of State Uniform Payroll (OSUP) invites applications for the Executive Assistant to the Director. This role provides comprehensive administrative support across three program units: Benefits and Financial Administration, Wage and Tax Administration, and Garnishment Administration.

The ideal candidate will bring four years of administrative experience, strong organizational skills, and the ability to handle confidential matters with discretion in a state

Qualifications

• Four years of experience in administrative services.
• Experience substitution: 15 semester hours earned equals six months of experience.
• Criminal history check may be conducted on all new hires and those changing positions.

Responsibilities

• 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.
• Serve in liaison roles including Personnel Liaison, State Buildings Liaison, IT Coordinator, Archive Records Officer, Purchasing and Travel Coordinator, Property Control Manager, Safety Coordinator, Training Coordinator.
• 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; review and audit biweekly time entry for accuracy.

Skills

Accepting Direction

Communicating Effectively

Demonstrating Accountability

Making Accurate Judgments

Job description

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

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

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:

• 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.
• 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
• 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.

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.

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

Also, prospective employees 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.

* 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.

For further information about this posting, please contact:

Erica R. Gay

HR Specialist

Division of Administration/Office of Human Resources

Email: [e-mail]