OFFICE MANAGER 1, 2, OR 3

Gov-Department of Military Affairs; New Orleans (LA); On-site; USD 36,000 - 58,000; Full time

Job summary

Louisiana Military Department in Baton Rouge seeks an Executive Secretary to support the Deputy Director-Contracting/Purchasing/Logistics and the Contracting Officer. You will greet customers, manage calendars, schedule Teams meetings, and serve as the official repository for all correspondence, ensuring timely responses and orderly records.

The role requires expert Microsoft Office skills, strong written and spoken communication, and familiarity with LaGov.

Qualifications

• Excellent knowledge of Microsoft Office programs (Word, Excel, Power Point, Outlook, etc.).
• Must possess excellent communication skills both oral and written.
• Knowledge of LaGov system (HCM).
• Skilled in preparing spreadsheets and maintaining internal databases.
• Experience working with structures/functions of the Louisiana Military Department and the Louisiana National Guard.

Responsibilities

• Serves as the executive secretary in support of the daily business of the agency by the Deputy Director-Contracting/Purchasing/Logistics and the Contracting Officer.
• Manages the calendar and appointments of the Deputy Director and Contracting Officer, schedules and manages Microsoft Teams meetings and scheduling/files.
• Serves as official repository for all written correspondence by the Deputy Director and Contracting Officer; drafts all correspondence.
• Maintains time and attendance records and supports training, travel arrangements, and special meetings.

Skills

Microsoft Word

Excel

PowerPoint

Outlook

LaGov system (HCM)

Tools

LaGov system (HCM)

Job description

ANNOUNCEMENT NO. 171-2026 BENEFITS

OPENING DATE:September 24, 2026 Retirement:LASERS

CLOSING DATE:October 08, 2026 Insurance:Medical, Dental, & Vision

Paid Holidays:10 plus proclaimed

*SALARY: Annual Leave:96 hours per year with tenure increases

MA-613 $35,734 - $50,997 Sick Leave:96 hours per year with tenure increase

MA-614 $38,230 - $54,562

MA-615 $40,914 - $58,365

*Salary indicates typical starting range.

Level will be determined by qualifications.

JOB TYPE:Unclassified*

POSITION DESCRIPTION:

Serves as the executive level secretary in support of the daily business of the agency by the Deputy Director-Contracting/Purchasing/Logistics and the Contracting Officer. Meets and greets over the telephone or in person customers seeking to conduct business within the directorate. Manages the calendar and appointments of the Deputy Director and Contracting Officer, schedules and manages Microsoft Teams meetings and scheduling/files. Serves as the official repository for all written correspondence by the Deputy Director and Contracting Officer. The Executive Secretary answers the supervisor's telephone, route calls, and takes messages. Maintains all office supplies. Performs basic office tasks, including typing - extreme proficiency in Word and PowerPoint, filing, faxing, scanning US Postal, next day deliveries, setting data/audio conferences, making travel arrangements, and etc. Primary manager for all PERS documentation for LMD-SC. Executive Secretary drafts all correspondence. Additionally, serves as intermediary between supervisor and others. Maintains time and attendance, and records policies and procedures for directorate employees. Serves, when assigned, as official recorder for key meetings and other review boards. Recording vehicle usage reports. Maintaining critical contact information for emergency response. Scheduling and assisting with safety training. Tracks and schedules the LMD-SC conference room. Supports other employees during periods of heavy workloads. Utilizes automation to advance contracting/business/office operations. Organizes and provides support for special functions; employee appreciations, team building events, etc. Completion of SHARPS training, ethics training, all other directed training and fosters sexual harassment free environment. Perform all other duties as assigned.

POSITION QUALIFICATIONS:

Excellent knowledge of Microsoft Office programs (Word, Excel, Power Point, Outlook, etc.). Must possess excellent communication skills both oral and written. Knowledge of LaGov system (HCM). Skilled in preparing spreadsheets and maintaining internal databases. Experience working with structures/functions of the Louisiana Military Department and the Louisiana National Guard.

GENERAL REQUIREMENTS:

• Must have a valid Driver's License, Social Security Card and Birth Certificate.
• Must be available to report to duty during emergency or disaster situations for extended hours over an extended period of time. Other periodic travel may be required.
• Must meet physical requirements to perform functions of the position.
• Must attend/complete all Louisiana Military Department (LMD) annual training and other training required for the position.
• Must adhere to the Code of Ethics and foster a Sexual Harassment-Free Environment.

CONDITIONS OF EMPLOYMENT:

By submitting an application for employment with the Military Department, the applicant agrees to the following conditions of employment:

• All LMD positions require in-office attendance. This is not a remote position.
• Salary is paid by Electronic Funds Transfer (EFT) / Direct Deposit Only. A checking or savings account is required for employment.
• For positions requiring computer/email access selected applicant must qualify to obtain a Department of Defense Common Access Card (CAC) Card and maintain eligibility.
• LMD is a substance abuse and drug free workplace. The selected applicant must pass a pre-employment background investigation and pre-employment drug test. Thereafter, all employees are subject to random drug testing.
• To become an employee of the LMD you must be a current member of the Louisiana National Guard or eligible for membership in the Louisiana State Guard.
• The selected applicant must pass a pre-employment criminal background investigation prior to employment.

Equal Opportunity Employer and State as a Model Employee (SAME)