Administrative Assistant 5

LOCATION AND POSITION INFORMATION:

This position is located at State Parks Administrative Office in Baton Rouge, LA.

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.*

AN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:

• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.

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

• Managing Projects: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.

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

• Following Policies and Procedures: The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws.

• Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity.

The Office of the Lieutenant Governor and the Department of Culture, Recreation and Tourism are participants in the E-Verify system for identification and employment eligibility purposes.

Louisiana as a State, is a Model Employer for People with Disabilities.

For further information about this vacancy contact:

Melissa Thibodaux

Department of Culture, Recreation, & Tourism

1051 N. 3rd Street

Baton Rouge, LA 70802

Fax: (225) 342-7928

mthibodaux@crt.la.gov

MINIMUM QUALIFICATIONS:

Four 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 serve as the special assistant to a classified/unclassified executive or high-ranking classified administrator.

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 classified/unclassified executive or high-ranking classified 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 4 by the presence of responsibility for serving as special assistant to a classified/unclassified executive or a high-ranking classified administrator.

Differs from Administrative Assistant 6 by the absence of responsibility for serving as the confidential executive assistant to the unclassified Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive of a major state department.Relieves the executive of a variety of administrative matters by assuming delegated authority in assigned areas.

Performs and supervises administrative support activities such as maintaining files and central records, printing and duplicating services, security, purchasing of supplies and equipment, warehousing, and preparation of payroll and personnel records.

Serves as executive support to department advisors and decision-makers, including administrators and boards/committees.

Reviews correspondence and receives telephone calls related to the most sensitive and confidential matters and determines appropriate action to be taken.

Interprets departmental policies and procedures for staff members and the general public.

Conducts and/or supervises special projects, such as organizing charity drives or coordinating facility maintenance.

Collects and compiles budgetary data for monitoring funds and staffing levels.

Prepares materials needed for meetings, such as agendas, handouts, binders, etc.

May attend meetings and transcribe minutes.

May serve as backup for experienced-level professional duties, such as procurement, accounting, etc.

Examples of some, not all, Duties:

The purpose of this position is to work closely with the Deputy Assistant Secretary by performing executive secretarial and administrative functions to include matters of a general and confidential nature. This position will also handle a wide variety of administrative duties and ensure proper procedures are maintained.

Executive HR/Personnel Liaison

•  Acts as liaison by handling field staff personnel requests to the appointing authority on a daily basis by documenting requests, securing appropriate signatures with transference to the Human Resources office in a timely fashion

• Attends meetings with Deputy Assistant Secretary, Regional Managers, District Managers, and site managers, related to office procedures, personnel matters, position control decisions, field decisions, etc.

• Creates & submits job descriptions for updates or new positions. Maintains record of all SF-3 job descriptions for OSP. Works closely with the park managers to ensure the information is accurate for employees' job duties. Works closely with HR to ensure all positions meet the requirements of Civil Service.

• Maintains Indeed and Handshake online accounts to cross promote positions that are listed on civil service job boards.

• Assists the Deputy Assistant Secretary with documents regarding personnel matters for the agency and all statewide activities to ensure all matters relating to termination, pre- deprivation, disciplinary action, counsel and/or reprimand are processed according to agency policy and Civil Service rules and regulations and tracked accordingly-work which is highly confidential and carries responsibility for data tracking of correspondence, which is critical through the certified mail process.

Administrative Support Management

• Manages all Lacarte purchasing for the Administrative Office. Keeps inventory of supplies and completes necessary documentation for all purchases.

Manages & coordinates purchasing, invoicing, and maintenance of large office equipment for the Administrative Office as needed, and ensures all items follow state purchasing guidelines and are on state contract.

• Manages special requests from the Lt. Governor's Office including but not limited to, donations, gift bags, promotional items, etc.

• Answers multiple-line phones and directs calls to appropriate departments. Screens all telephone calls daily, providing accurate messages.

• Possesses a good working knowledge of all divisions within the Office of State Parks in order to route calls to other state parks' division heads according to topic matter.

• Manages and coordinates the Disabled Veterans Permits Program with the Dept. of Veterans Affairs. Prepares an annual record of requests, which is maintained for tracking of all recipients of the Permit as well as for the Veterans Administrative Office.

• Retrieves mail daily for State Parks and Lt. Governors office, and distributes to appropriate departments. Retrieves and delivers interdepartmental mail for each employee of the Office of State Parks Administrative office.

• Assists the Deputy Assistant Secretary with arranging meetings (internal and external), checking availability of all attendees, and arranging for a meeting space.

Statewide Safety & Emergency Preparedness Coordination & Oversight

• Researches OSP Employees' official driving records (ODR) for completion of driving history forms and follow up to ensure compliance, annually and for all new hires.

• Serves as backup Safety Coordinator in the event of fire drills, etc. backup as well as for safety purposes in the event of fire drills, etc.

Project Management

• Archival

    o Consults with State Archives to ensure compliance with state archive guidelines for retention and disposal of records.

    o    Works with all sections of OSP Headquarters on retention and disposal of records.

• OnBase Permanent Document Storage

    o Implements, manages, supervises, and establishes procedures for OnBase, the agency electronic filing system, for agency records to include computer access to administrative office staff through their PC.

Employee Management & Training

• Recruits, interviews, & supervises 3+ student workers assigned to Administrative Office. Maintains their employment records, ensures the accuracy of all timekeeping, certifies all time, provides training of all job duties, and provides feedback and evaluation of their job performance.

Provides customer service to a high degree of excellence and performs all other duties as assigned.