ADMINISTRATIVE COORDINATOR 4

LDH-Office of Aging & Adult Services; Louisiana (MO); On-site; USD 38,000 - 52,000; Full time

Job summary

Louisiana Department of Health seeks an administrative specialist to support OAAS Program Operations in New Orleans. You will handle phone triage, emails, NVRA data, payroll, and document management with Adobe Pro, while coordinating with the Regional Manager and PSH Program Manager.

The ideal candidate has strong written and verbal communication, problem-solving skills, and the ability to multi-task in a busy office.

Qualifications

• Three years of experience in administrative services.
• Knowledge of National Voters’ Registration Act (NVRA) reporting requirements.
• Experience with timekeeping and payroll processes.
• Familiarity with property management, safety audits, and compliance.

Responsibilities

• Answering phone lines and triaging/forwarding tasks.
• Managing emails and scheduling/organizing via Outlook and Zoom.
• Maintaining NVRA documents/data per policy and reporting.
• Completing payroll and timekeeping duties for OAAS regional staff.
• Using Adobe Pro to merge, stamp, and assemble documents.
• Ordering supplies, maintaining inventory, and keeping equipment functional.
• Tracking PSH applications and assisting processing in the database.
• Filing and archiving per retention policies; supporting audits.

Skills

Communication

Problem solving

Multitasking

Tools

Adobe Pro

Outlook

Zoom

Microsoft Office

SharePoint

LEO

Job description

The mission of the Louisiana Department of Health is to protect and promote health and to ensure access to medical, preventive, and rehabilitative services for all residents of the State of Louisiana.

This position may be filled in the following parishes: Orleans, Plaquemines, St. Bernard, Jefferson, St. Tammany

This position is part of the OAAS Program Operations section and is domiciled at the Office of Aging and Adult Services (OAAS) Regional Office in New Orleans (Region 1). Incumbent performs highly responsible and complex administrative support duties to assist the Program Operations Regional Manager and Permanent Supportive Housing (PSH) Program Manager with administration support duties in line with the OAAS policies and programs. Sets priorities on own initiative or with discretion from the Regional Manager and/or PSH Program Manager to ensure OAAS programs serving the elderly and persons with adult-onset disabilities are delivered efficiently, effectively and within program rules.

The ideal candidate will have excellent written and verbal communication skills, problem-solving skills, have the ability to multi-task and produce requests on short notice, demonstrate initiative, and be well organized. The position also requires the ability to engage and develop a rapport with others, apply knowledge and think critically, promote change and adaptability, and organize and prioritize workload.

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.

Managing Resources:

The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.

Three 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:

• Answering phone line(s) for the office and addressing, triaging, and forwarding the calls/tasks appropriately.
• Managing email inboxes and addressing/forwarding emails appropriately.
• Maintaining, tracking and reporting National Voter Registration Act (NVRA) documents/data per policy.
• Completing payroll and timekeeping duties for OAAS regional office staff.
• Utilizing Adobe Pro software to merge, stamp, and combine documents, among other tasks.
• Supporting office efficiency by ordering needed supplies and keeping inventory. Maintaining office equipment in working condition.
• Tracking and filing of initial PSH applications. Assisting PSH program monitor with application processing, including entry in to database.
• Scheduling and creating appointments via Outlook and Zoom Video Conferencing.
• Printing and mailing notices and documents timely and per policy
• Managing all property control records of equipment/furniture for multiple Regions and actively participating in property control audits.
• Managing safety policies and procedures to maintain compliance with the Office of Risk Management (ORM) and actively participating in property control audits.
• Maintaining paper files and submitting requests for document disposal, as necessary, per the Secretary of State document retention policy.

Additional duties may include:

• Participating in meetings to provide administrative support.
• Faxing/scanning documents to staff, and other various office tasks, as needed.
• Reporting to assigned LDH emergency response location when activated for emergency response duty assignments.
• Providing backup to OAAS State Office time-keeping, payroll, supply, property and other administrative roles.
• General administrative office support to in office and field staff.
• Other duties as assigned.

Position-Specific Details:

Location: Office of Aging and Adult Services / AD PROGRAM OPERATIONS / Multiple Parish (Orleans, Plaquemines, St. Bernard, Jefferson, St. Tammany)

Appointment Type: This position may be filled as a Job appointment (temporary appointment that may last up to 48 months)

Cost Center: 3201022001

Position Number(s): 50667717

The following attributes are preferable (but not required):

• Experience with timekeeping, supply/equipment maintenance and ordering, property management and control, and safety audits.
• Knowledge of National Voters’ Registration Act (NVRA) reporting requirements.
• Knowledge of Medicaid Long Term Care Programs’ rules and regulations {including Nursing Facilities, Community Choices Waiver (CCW), Adult Day Health Care (ADHC) Waiver, Long-Term-Personal Care Services (LT-PCS), Program for the All-Inclusive Care for the Elderly (PACE) and Permanent Supportive Housing (PSH).
• Proficiency in Microsoft Office Suite (Word, Excel, Power Point, etc.), Microsoft SharePoint, Louisiana Employee’s Online (LEO), ZOOM Video Communications software and Adobe Acrobat Reader and Pro software.

NOTE: This position will require 5 days in the office. Some local in-state travel may rarely be required.

This organization participates in E-verify, and for more information on E-verify, please contact DHS at 1-888-464-4218.

LDH supports Louisiana’s commitment to being a State as a Model Employer (SAME) by promoting the recruitment, hiring, and retention of individuals with disabilities.

Information on the Louisiana Works, Louisiana Rehabilitation Services is available here.

LDH is an equal opportunity employer and seeks to recruit a highly productive and diverse workforce and will provide equal employment opportunities to all employees and prospective employees. Employment decisions shall be based strictly on merit and without regard to religious or political beliefs, sex, race, or any other non-merit factor.