Administrative Coordinator 1

State of Louisiana; Marrero (LA); On-site; USD 36,000 - 48,000; Full time

Job summary

State of Louisiana seeks an administrative and records management assistant to support a leadership team with accurate information and seamless coordination.

You will maintain filing systems (physical and digital), prepare research and presentation materials, answer inquiries, greet visitors, and help with day-to-day operations.

Qualifications

• No experience required.
• Ability to manage physical and digital filing systems.
• Prepare research and presentation materials.

Responsibilities

• Maintain organized physical and digital filing systems for agency documents.
• Support document tracking, retention schedules, and accurate cataloging of records.
• Scan, digitize, and store time-sensitive and historical documents.
• Manage daily document retention tasks and assist with public records requests.
• Ensure records are properly labeled, filed, and easily retrievable.
• Serve as front office receptionist, greeting visitors and responding to inquiries.
• Answer and route phone calls; manage messages and voicemail.
• Receive, sort, and distribute mail and documents.
• Prepare, proofread, and update correspondence and agency materials.
• Support leadership with general administrative tasks and coordination.

Skills

Communicating Effectively

Accepting Direction

Making Accurate Judgments

Acting with Ethics and Integrity

Demonstrating Accountability

Displaying Professionalism

Demonstrating Initiative

Managing Projects

Thinking Critically

Acting Decisively

Job description

OUR MISSION

To protect homes and businesses on the West Bank by ensuring the Flood Protection system operates as designed.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES

• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
• Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.
• Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.
• Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.
• Demonstrating Accountability: The ability to accept ownership for your actions, behaviors, performance, and decisions.
• Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.
• Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals.
• Managing Projects: The ability to initiate, plan, execute, manage, and close out all project goals within the established timeline.
• Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
• Acting Decisively: The ability to make decisions quickly and effectively.

Role Overview

In this role, you will be the go-to administrative and organizational support for a team of leaders who rely on accurate information and seamless coordination. If you enjoy keeping things running smoothly, building systems that make work easier for everyone, and being a trusted resource within a busy department, this position is a great fit.

You’ll manage well-organized physical and digital filing systems, create and maintain spreadsheets tied to real estate, land acquisition, and legal records, and support important meetings by preparing research and presentation materials. You’ll also provide day-to-day administrative support to leadership, ensuring operations stay on track.

No experience or training is required.

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

Job Duties

Records Management

• Maintain organized physical and digital filing systems for agency documents.
• Support document tracking, retention schedules, and accurate cataloging of records.
• Scan, digitize, and store time-sensitive and historical documents.
• Manage daily document retention tasks and assist with public records requests.
• Ensure records are properly labeled, filed, and easily retrievable.

Administrative Support

• Serve as the front office receptionist, greeting visitors and responding to inquiries.
• Answer and route phone calls; manage messages and voicemail.
• Receive, sort, and distribute mail and documents.
• Prepare, proofread, and update correspondence and agency materials.
• Support leadership with general administrative tasks and coordination.

Appointment Type

Probational - up to 24 months

Career Progression

This position does not participate in a Career Progression Group.

Compensation

The salary offered will be determined based on qualifications and experience.

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

For further information about this vacancy contact

Matthew Edwards

Southeast Louisiana Flood Protection Authority – West

[e-mail]

[phone]