ADMINISTRATIVE ASSISTANT 5

State of Louisiana; Pineville (LA); On-site; USD 38,000 - 74,000; Full time

Job summary

Pinecrest Supports and Services Center in Pineville, LA seeks an Administrative Assistant 5 to join the Administration Department, handling inquiries, travel coordination, HR documents, and records management.

The ideal candidate will demonstrate core competencies such as accepting direction, effective communication, accountability, decisiveness, professionalism, and time management, with a standard 8:00 AM–4:30 PM schedule and a pay range of $18.04–$35.40 per hour.

Qualifications

• Experience supporting an administrator and coordinating internal communications.
• Ability to coordinate travel and process reimbursements.
• Strong public relations with community and officials.

Responsibilities

• Prepare responses for Administrator inquiries from parents, staff, and officials.
• Maintain public relations with campus, community, and officials.
• Secure information for meetings, reports, and presentations.
• Coordinate travel for the Administrator and process travel vouchers.
• Monitor payroll-related documents and timekeeping for department heads.
• Prepare PES checklists and HR-related documents.
• File ORM claims and assist with court document preparation.

Skills

Accepting Direction

Communicating Effectively

Demonstrating Accountability

Acting Decisively

Displaying Professionalism

Managing Time

Job description

The mission of Pinecrest Supports and Services Center is to support people with intellectual and developmental disabilities to reach treatment goals and to return to more integrated community living settings. Pinecrest Supports and Services Center specializes in the treatment of people with comorbid intellectual and developmental disabilities and complex medical, behavioral, and psychiatric support needs.

Pinecrest Supports & Services Center (PSSC) is seeking a dedicated Administrative Assistant 5 to join our dynamic team. We are seeking out an individual who can be responsible in assisting the Pinecrest Administration Department.

An ideal candidate should possess the following competencies:

Core Competencies:

Accepting Direction: The ability to be open and willing to follow guidance or instructions.
- Successful Behaviors: Follows directions reliably, adjusts to feedback, and completes tasks on time.

Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement. - Successful Behaviors: Communicates clearly, listens actively, and explains complex ideas well.

Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and
outcomes.
- Successful Behaviors: Owns results, meets standards, and responds to feedback professionally.

Preferred Competencies:

Acting Decisively: The ability to make timely, confident decisions using sound reason.
- Successful Behaviors: Decides quickly, owns results, and explains reasoning.

Displaying Professionalism: The ability to uphold workplace standards through consistent conduct, responsible
communication, and consideration for others.
- Successful Behaviors: Follows policies, meets expectations, and communicates clearly and respectfully across situations.

Managing Time: The ability to prioritize tasks, meet deadlines, and allocate time to ensure timely completion of work goals.
- Successful Behaviors: Plans and completes work on time using tools and strategies to stay focused and on track.

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

Job Duties:

• Incumbent independently prepares responses for the Administrator to inquiries from parents of the individuals served, staff from OCDD Central Office, LDH State Facilities director, State Legislators and other officials.
• Maintains public relations with on-campus and off-campus community as well as contact with staff, private and public officials, other professional organizations and the general public.
• Exercises initiative in securing information as needed from other offices (internal and external) for meetings, reports and presentations.
• Coordinates travel arrangements for the Administrator and prepares appropriate travel reimbursement vouchers.
• Monitors timekeeping records for department heads under the supervision of the Administrator, ensuring that payroll-related documents are completed timely and accurately.
• Ensures that PES’s and PES checklists are prepared and submitted in a timely manner.
• Completes annual training and safety meetings as required by the agency.
• Prepares Human Resource-related documents for employees under the supervision of the Administrator.
• Files Office of Risk Management (ORM) claims regarding state property, such as buildings, vehicle accidents and vehicle glass repair claims.
• Assists the Regional Attorney with the preparation of court documents, such as preparing documentation from Psychologist and filing paperwork at courthouse, to ensure safety and protection of health and stability of the individuals in LDH custody.

Position-Specific Details:

Location: Pinecrest Supports and Services Center - Administration

Appointment Type: This position may be filled by Probation, Promotion, Demotion, Lateral Transfer, or Detail to Special Duty.

Schedule: Shift: 8:00 AM - 4:30 PM Pass Days: Saturday and Sunday

Compensation: $18.04 hourly - $35.40 hourly

Contact Information:
For further information about this vacancy, contact:
Jimmie Bernard
Pinecrest Supports & Services Center
P.O. Box 5191, Pineville, LA 71360
[e-mail]

Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.