Administrative Coordinator 3

State of Louisiana; Baton Rouge (LA); On-site; USD 42,000 - 56,000; Full time

Job summary

State of Louisiana is seeking an Administrative Coordinator 3 for the Office of State Police in East Baton Rouge Parish. Responsibilities include handling calls, directing visitors, mail distribution, and maintaining records with strict confidentiality.

Applicants should have strong clerical skills and knowledge of standard office software. The role offers standard state benefits and requires work hours from 8:00 AM to 4:30 PM, Monday through Friday.

Qualifications

• Two years of experience in administrative services.
• Experience substitutions allowed for college credit hours.
• Proficiency with office software and records management.

Responsibilities

• Answer calls promptly and transfer to the appropriate person.
• Provide courteous visitor information and directions.
• Manage mail distribution and track deliveries.
• Perform clerical duties across Microsoft 365, databases and records.
• Maintain confidentiality for sensitive information.

Skills

Administrative experience

Microsoft 365

Spreadsheet software

Data handling

Tools

Microsoft 365

Spreadsheets

Databases

Job description

About This Job

The Operational Development Section consists of the Planning and Research Units, which function as staff for the Superintendent of the Office of State Police. The Planning Unit is tasked with producing the Strategic Plan, Operational Plan, and the management of numerous federal grants. The Research Unit is responsible for the development of policy and procedure, legislative concerns, general research, and numerous special projects.

About This Job

The Operational Development Section consists of the Planning and Research Units, which function as staff for the Superintendent of the Office of State Police. The Planning Unit is tasked with producing the Strategic Plan, Operational Plan, and the management of numerous federal grants. The Research Unit is responsible for the development of policy and procedure, legislative concerns, general research, and numerous special projects. Another proud accomplishment of the Section is the ongoing process of updating and revising all departmental forms and documents.. This project includes the removal of unnecessary forms and updating existing forms and documents as needed to comply with additional mandates and legislative actions. Many forms are being converted into an electronic format that will be accessible on the intranet, which will help to improve the efficiency of the department and allow for electronic storage and dissemination.

Selected Core Competencies

An ideal candidate should possess the following competencies:

Accepting Direction: The ability to be open and willing to follow guidance or instructions.

Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.

Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.

Selected Preferred Competencies

Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.

Displaying Professionalism: The ability to uphold workplace standards through consistent conduct, responsible communication, and consideration for others.

Minimum Qualifications

Two 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.

Job Specification

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

Job Duties

Job Duties and Other Information

As the Administrative Coordinator 3, your job duties include, but are not limited to, the following:

• Answer all calls promptly, accurately, and in a friendly and courteous manner. Calls are screened and transferred to the appropriate person. Ensures that Telephone messages are taken accurately, and calls placed on hold are returned promptly.
• All visitors are treated positively and pleasantly. Provides information such as directions to a department, agency, and employee locations accurately.
• Accountable for receiving, reviewing, and overseeing the distribution of all incoming and outgoing mail for the building. Directs numerous daily UPS mail deliveries to personnel within the building.
• Perform all administrative and clerical duties required by the Department of Public Safety, Office of State Police, and Operational Development. This position requires a good knowledge of office support functions, including, but not limited to: Microsoft 365 and spreadsheet applications, utilizing a multi-line call system, numerous customized databases, scanning, copying, file maintenance, research, collecting, and organizing data.
• Provide clerical support for Commissioned and non-commissioned Personnel assigned to Operational Development. The incumbent is exposed to highly sensitive information regarding gaming industry investigations and must exercise sound judgment to maintain confidentiality.
• Coordinate and execute routine clerical functions, such as the processing of paperwork, answering the telephone, electronic updating of records, and the filing of personnel records, tabulation of data, updating various forms, the section phone list, and the employee address/emergency contact list, etc. Implements new or revised record-keeping procedures. Coordinates and works on various office functions, such as holidays and training.

Position-Specific Details

Appointment Type: Probational, Promotional, or Job Appointment

Work Schedule: Work hours are 8:00 AM to 4:30 PM, Monday—Friday

Career Progression: This position does not participate in a Career Progression.

Location

This vacancy is located in the Operational Development Section in the Office of State Police located in East Baton Rouge Parish.

Compensation

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

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

Contact Information

Department of Public Safety
ATTN: Human Resources/Kristin Garcia
P.O. BOX 66614
Baton Rouge, LA. 70896
Email:[e-mail]

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity to make a difference through public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.

As a State Employee, You Will Earn Competitive Pay, Choose From a Variety Of Benefits, And Have Access To a Great Professional Development Program:

Insurance Coverage More information can be found at https://info.groupbenefits.org/

Parental Leave – Up to six weeks paid parental leave

More information can be found at https://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx

Holidays and Leave – State employees receive the following paid holidays each year:

• New Year's Day
• Martin Luther King, Jr. Day,
• Mardi Gras,
• Good Friday,
• Memorial Day,
• Independence Day,
• Labor Day,
• Veteran's Day,
• Thanksgiving Day and Christmas Day.
• Additional holidays may be proclaimed by the Governor

State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.

Retirement – State Of Louisiana Employees Are Eligible To Participate In Various Retirement Systems (based On The Type Of Appointment And Agency For Which An Employee Works). These Retirement Systems Provide Retirement Allowances And Other Benefits For State Officers And Employees And Their Beneficiaries. State Retirement Systems May Include (but Are Not Limited To):

• Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video to give you more detailed information about their system
• Teacher's Retirement System of Louisiana (www.trsl.org),
• Louisiana School Employees Retirement System (www.lsers.net), among others