Administrative Assistant 5

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

Job summary

The Louisiana Department of Health seeks a confidential assistant to the State Registrar, providing high-level administrative support to executive leadership while coordinating calendars, correspondence, calls, appointments, and executive communications.

Based in New Orleans, this role supports the Office of Public Health / Bureau of Vital Records, assisting with travel, purchasing, records management, and handling sensitive inquiries with discretion.

Qualifications

• Four years of experience in administrative services.
• Experience substitution: every 15 semester hours earned equals six months of experience.
• Ability to handle confidential information with discretion.
• Strong organizational and time-management skills.

Responsibilities

• Provides confidential administrative support to the State Registrar, Deputy Assistant Secretary, and Center leadership, including calendars, correspondence, calls, appointments, and executive communications.
• Acts as primary contact for the State Registrar; screens requests, coordinates appointments, manages Outlook, and responds to inquiries.
• Coordinates meetings, trainings, and conference calls; prepares materials and tracks action items.
• Supports administrative and financial operations: travel, purchasing, records, data and reports for leadership.
• Supports Vital Records Customer Service Unit with high call volumes and inquiries on laws and disclosure requirements.
• Receives and escalates complaints using LEERS; documents and routes sensitive matters to leadership.
• Maintains confidentiality and proper handling of sensitive records and legal documents.

Skills

Accepting Direction

Communicating Effectively

Demonstrating Accountability

Tools

Outlook

Job description

The mission of the Louisiana Department of Health is to protect and promote health and to ensure access to medical, preventive, and rehabilitative services for all residents of the State of Louisiana.

Learn more about Louisiana Department of Health

Be at the center of vital public services and support leaders who make a statewide impact! As the confidential assistant to the State Registrar, you’ll provide high-level administrative support to executive leadership while working with clients, government officials, judges, law enforcement, and public and private organizations. This dynamic role offers the opportunity to coordinate key administrative functions, support payroll and purchasing, and help oversee daily customer service operations. If you’re organized, discreet, professional, and ready to make an impact in public service,

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.

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 confidential administrative support to the State Registrar, Deputy Assistant Secretary, and other Center leadership, including managing calendars, correspondence, calls, appointments, and executive communications.
• Serves as a primary point of contact for the State Registrar by screening and prioritizing calls and requests, coordinating appointments, managing Outlook, and responding to inquiries requiring administrative judgment.
• Coordinates meetings, conferences, trainings, and conference calls by arranging logistics, preparing materials, compiling agenda items, documenting information, and tracking action items and follow-up requests.
• Supports administrative and financial operations by coordinating travel arrangements and expenses, processing purchasing and supply requests, maintaining records, and compiling data and reports for leadership.
• Supports the Vital Records Customer Service Unit by assisting with high call volumes and mail orders, providing accurate information regarding vital records laws and disclosure requirements, and helping resolve escalated customer concerns.
• Receives, researches, documents, and monitors customer complaints and inquiries using LEERS; prepares formal complaints and ensures complex or sensitive matters are appropriately escalated to leadership for resolution.
• Maintains confidentiality and ensures proper handling, routing, and retention of sensitive records, executive correspondence, legal documents, subpoenas, and personnel information while supporting records management and overall Center operations.

Position Specific Details

Location: Office of Public Health / Bureau of Vital Records / Orleans Parish

Appointment Type: This position may be filled as aProbationary appointment or Promotional appointment

Cost Center: 3262307310

Position Number(s): 72462

Contact Information:

Shambrielle Pooler

[e-mail]

LA Department of Health (LDH)

Division of Human Resources

PO Box 4818

Baton Rouge, LA 70821

225-342-6477

This organization participates in E-verify, and for more information on E-verify, please contact DHS at 1-888-464-4218.

LDH supports Louisiana’s commitment to being a State as a Model Employer (SAME) by promoting the recruitment, hiring, and retention of individuals with disabilities.

Information on the Louisiana Works, Louisiana Rehabilitation Services is available here.

LDH is an equal opportunity employer and seeks to recruit a highly productive and diverse workforce and will provide equal employment opportunities to all employees and prospective employees. Employment decisions shall be based strictly on merit and without regard to religious or political beliefs, sex, race, or any other non-merit factor.