ADMINISTRATIVE ASSISTANT 5 (WAE)

Louisiana; Pineville (LA); On-site; USD 10,000 - 60,000; Part time

Job summary

A Louisiana state service organization is seeking a part-time Administrative Assistant 5 to support operations and maintain communication with stakeholders. The role involves managing project documentation, timekeeping, and handling correspondence. Ideal candidates will have four years of administrative experience and strong organizational skills. The position offers compensation ranging from $18.04 to $35.40 depending on experience.

Qualifications

• Four years of experience in administrative services.
• Ability to communicate effectively with staff and officials.

Responsibilities

• Prepares responses for inquiries from parents and officials.
• Monitors timekeeping records for department heads.
• Files claims regarding state property.
• Processes USPS mailing and sorts incoming mail.
• Ensures proper functioning of staff pagers.

Skills

Accepting Direction

Communicating Effectively

Managing Projects

Job description

Overview

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

PSSC is seeking a dedicated Administrative Assistant 5 (WAE) to join our dynamic team.

Selected Core Competencies

• Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.
• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
• Managing Projects: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.

Selected Preferred Competencies

• Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.
• Developing Performance: The ability to assist others in advancing their skills, knowledge, and performance levels over time.
• Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.
• Driving Results: The ability to identify important goals and work to achieve them.
• Managing Conflict: The ability to recognize and navigate disagreements in a rational, unbiased, and productive way.
• Solving Problems: The ability to discover solutions to problems.

Experience

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

• Independently performs the following duties:
  • Prepares responses for 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 communities, contact with staff, private and public officials, other professional organizations, and the general public. Secures information as needed from other offices for meetings, reports, and presentations. Serves on Human Rights Committee for Individuals with Intellectual Disabilities. Coordinates travel arrangements for Administrator and prepares travel reimbursement vouchers.

• Monitors timekeeping records for department heads under the supervision of the Administrator, ensuring payroll-related documents are completed timely and accurately. Ensures PES’s and PES checklists are prepared and submitted in a timely manner. Completes annual training and safety meetings as required by the agency. Completes other training as required. Manages and coordinates special projects as assigned by the Administrator. 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. Ensures all claims and reimbursements processed through ORM and Sedgwick are handled in a timely manner. 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.

• Processes the USPS mailing of letters and packages, and sorts the incoming mail / packages to proper departments. Meters the outgoing mail to USPS and delivers certified / certificate of mailing packages to the USPS office. Delivers Fed Ex packages to the local office.

• Ensures pagers for PSSC staff are working properly. Responsible for ordering and returning pagers to ensure staff can be reached in a timely manner, to ensure health and safety of individuals living at PSSC. Prepares requisitions / PURs for payment processing of pager invoices. Prepares requisitions / PURs for payment of items for Administration staff and departments without Procard access.

Position-Specific Details

Appointment Type: This position will be filled as a part-time WAE. (Note: Classified WAE appointments may not exceed 1,245 hours in a 12 month period.)

Location: Position is located with PINECREST SUPPORTS & SERVICES CENTER - Administration

SHIFT: 8:00 AM – 4:30 PM PASS DAYS: Saturday / Sunday

Compensation: ADMINISTRATIVE ASSISTANT 5 - $18.04 - $35.40

How To Apply

No Civil Service test score is required in order to be considered for this vacancy.

To apply for this vacancy, click on the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

Information to support eligibility for the position 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. Applications may be rejected if incomplete.

Contact Information

For further information about this vacancy contact:
Gabriel K. Jeane
Pinecrest Supports & Services Center
Pineville, Louisiana 71360
[e-mail]

Pinecrest Supports and Services Center is an Equal Opportunity Employer