Administrative Assistant 4

The Louisiana Department of Health is dedicated to fulfilling its mission through direct provision of quality services, the development and stimulation of services of others, and the utilization of available resources in the most effective manner.

LDH serves as a model employer for individuals with disabilities.

This position is located within the Louisiana Department of Health | Office of Aging and Adult Services/ Headquarters | East Baton Rouge Parish

Announcement Number: OAAS/DPT/196381

Cost Center: 3201030600

Position Number(s):  88794

This vacancy is being announced as a Classified position and will be filled as a Probationary appointment.

AN IDEAL CANIDATE SHOULD POSSESS THE FOLLLOWING COMPETENCIES:

Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.

Demonstrating Accountability: The ability to accept ownership for your actions, behaviors, performance, and decisions.

Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.

Adapting to Change: The ability to adjust plans, expectations, and behaviors in response to change.

Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals.

Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.

NOTE REGARDING THE ADVERTISED PAY:

The actual starting salary depends on the education and experience of the selected applicant.

Please click on the below links to learn more about each job level:

State Civil Service Job Information Finder

No Civil Service test score is required in order to be considered for this vacancy.

To apply for this vacancy, click on the "Apply" link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

• Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*

For further information about this vacancy contact:

Debbie Parris-Thymes

Debbie.Parris-Thymes2@la.gov

LDH/HUMAN RESOURCES

BATON ROUGE, LA 70821

 225-342-6477

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

MINIMUM QUALIFICATIONS:

Three years of experience in which clerical work was a major duty.

SUBSTITUTIONS:

Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.

Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.

College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.

NOTE:

Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.

NOTE: Any college hours or degree must be from an accredited college or university.

Function of Work:

To provide secretarial support for a high-level manager or low- to mid-level administrator, and in some cases, subordinate staff of that individual.

Employees perform duties independently and exercise a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations.

Level of Work:

Advanced.

Supervision Received:

General from a high-level manager or low- to mid-level administrator.

Supervision Exercised:

May supervise 1-2 lower-level personnel.

Location of Work:

May be used by all state agencies.

Job Distinctions:

Differs from Administrative Assistant 3 by the presence of responsibility for serving as secretarial support to a high-level manager or low- to mid-level administrator.

Differs from Administrative Assistant 5 by the absence of responsibility for serving as special assistant to a classified/unclassified executive or high-ranking classified administrator.Serves as the assistant to the APS Director; performs responsible and confidential administrative support. Answers phone calls from the public and coordinates and schedules appointments and meetings.

Handles the distribution of meeting documents and records meeting minutes for the APS executive Management Team. Prepares memos for communicating administrative decisions. Routes phone calls, inquiries, emails, faxes, and any other correspondence OAAS receives for APS to the appropriate staff member or section.

Maintains copies of contracts, interagency agreements, and memorandums of understanding. Maintains the Louisiana Guardianship Services, Inc. (LGSI) and APS Answering Services Invoices, including sending the approved monthly LSGI invoices to Louisiana Clinical Services (LCS) and the approved Answering Services invoice to the OAAS Program Support section.

Maintains copies of billing invoices for state-issued cell phones assigned to APS staff members and distributes copies to APS Supervisors and Managers monthly. Prepares travel authorization forms to support APS personnel and coordinates office supply orders with the OAAS Budget and Support section.

Provides on-site assistance to APS Executive Management Team (EMT) staff for training and educational events. Serves as the time and attendance coordinator for APS personnel; this includes notifying staff of time and attendance information and database entry deadlines, entering approved time and attendance information into the LEO database, and promptly notifying the appropriate personnel of issues requiring a timely resolution. Manages the retention and destruction of APS records in accordance with the OAAS retention schedule.

Maintains a well-organized filing system for APS program records located at the state office, including APS investigation records, official correspondence, legal documents, and information requests, ensuring their security and retention. Assists regional supervisors with their record management activities.

Handles mail distribution to APS state-office personnel and is a backup for the OAAS mail distribution. Provides back-up to the OAAS helpline and human resources liaison. Assists with the training of entry-level support personnel.