Administrative Coordinator 3

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

Job summary

Louisiana Office of State Police is seeking an Administrative Coordinator 3 to support the Operational Development Section in East Baton Rouge Parish. The role covers answering calls, greeting visitors, mail distribution, and clerical tasks across Microsoft 365 tools, databases, and record-keeping systems.

Responsibilities include coordinating paperwork, updating records, and assisting commissioned and non-commissioned personnel while maintaining strict confidentiality of sensitive information.

Qualifications

• Two years of experience in administrative services.
• Experience with Microsoft 365 and spreadsheet applications.

Responsibilities

• Answer all calls promptly, accurately, and in a friendly manner.
• Greet visitors and provide directions within the department and to employees.
• Manage mail distribution and coordinate daily deliveries.
• Support office functions including databases, scanning, and data organization.
• Maintain confidentiality of highly sensitive information.

Skills

Microsoft 365

Spreadsheet apps

Multi-line phone system

Database familiarity

Tools

Custom databases

Job description

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

• 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.

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.

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

Job Duties:

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:

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.