Administrative Assistant 5

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Administrative Assistant 5

Salary

$2,978.00 - $5,843.00 Monthly

Location

Baton Rouge, LA

Job Type

Classified

Job Number

01/50681312/AA5/09.19.24-MV

Department

DOTD-Administration

Division

Section 1

Opening Date

09/19/2024

Closing Date

9/26/2024 11:59 PM Central

• Description

• Benefits

• Questions

Supplemental Information

Section 01 – Secretary’s Office

01/50681312/AA5/09.19.24-MV

About this position:

Incumbent serves as initial point of contact for the Office of the Secretary for in-person and telephone contact. This position performs a variety of clerical duties that require some independent judgement, in support at the advanced journeyman level for the Executive Staff to ensure smooth work flow and operation of the Office of the Secretary. Under the direction of the Chief of Staff, incumbent also serves as the Administrative Assistant to the Chief of Staff, as well as provides clerical support to the Legislative Liaison and the Assistant to the Secretary for Policy and Governmental Affairs.

Please visit our DOTD Career Center for more information about our agency:

http://wwwsp.dotd.la.gov/Inside_LaDOTD/Divisions/Mgmt_Finance/HR/Pages/Career_Center.aspx

This position may be filled as either a probational appointment (open to all qualified applicants); a promotion (open to all statewide classified and Agency-wide permanent status employees); or by detail to special duty.

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

AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING 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.

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

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

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:

Peggy Jo Paine, P.E.

Chief of Staff

DOTD Office of the Secretary

(225) 379-1065

peggy.paine@la.gov

The Louisiana Department of Transportation and Development (DOTD) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities. DOTD does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any type.

Information on the Louisiana Workforce Commission, Louisiana Rehabilitation Services is available -https://www.laworks.net/workforcedev/lrs/lrs_rehabilitation.asp.15/7453/ACTMGR3/8.12.24-MV

Minimum Qualifications

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.

Job Concepts

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.

Examples of Work

Incumbent serves as initial point of contact for the Office of the Secretary for in-erson and telephone contact. This position performs a variety of clerical duties that require some independent judgement, in support at the advanced journeyman level for the Executive Staff to ensure smooth work flow and operation of the Office of the Secretary. Under the direction of the Chief of Staff, incumbent also serves as the Administrative Assistant to the Chief of Staff, Public Relations Director/Section 09, the Director of Local Public Agency Programs, Internal Auditor, as well as provides clerical support to the Legislative Liaison; and the Assistant to the Secretary for Policy and Governmental Affairs. The duties of the position include:

45% Assists the executive staff by preparing, copying, and distributing correspondence, reports, and other documents as directed. Prepares agendas and materials for the executive staff meetings. Maintains confidentiality of records and uses discretion in communication to internal and external customers. Receives, sorts, and distributes mail. Schedules and monitors the appropriate appointment calendars for the executive staff to ensure that they are time conscious. Ensures that the executive staff and other professional staff members are aware of any time-sensitive information. Performs routine filing of documents and maintains filing system. Provides documents to executive staff and other profession staff members as requested.

25% Responsible for preparation and verification of bi-weekly payroll 'for the Office of the Secretary and the Office of Public Relations/Section 09 using the LaGov/SAP payroll system.. Makes routine and non-routine payments via LaGov. Responsible for holding a Visa State Travel card to make travel arrangements for the Chief of Staff, the Public Relations Director, Legislative Liaison, and the Assistant to the Secretary for Policy and Governmental Affairs which includes preparing reimbursement documents, maintaining the equipment log, reconciles fuel receipts and vehicle logs. Holds a Visa State Purchasing card to purchase office supplies. Monitors office equipment services and restocks supplies as needed. Uses independent authority to coordinate the schedule of the Chief of Staff's appointments and activities. Monitors electronic communications to expedite responses to eliminate unnecessary correspondence. As necessary attends meetings, takes notes, and prepares and disseminates meet mg minutes or summaries. Independently composes correspondence for the Chief of Staff. Tracks and monitors proposed and passed legislative resolutions to ensure timely deliverables

Assist the DOTD Program Specialist and the Legislative Liaison with the Legislative program to track and monitor legislators' and legislative committee members' election, and length of term, and to keep a running log of issues, resolutions, and dates.

25% Greets and directs visitors, which includes members of the public, federal officials, elected officials, executives of other state agencies, and members of the Governor's staff. Answers a multi-line telephone, screens, and directs calls as needed for the Office of the Secretary. Uses good judgement to route calls to appropriate personnel and determines call priority. Duties require excellent customer service skills, verbal communication skills, and knowledge of the DOTD's statewide operation.

5% May be required to perform other duties as necessary including but not limited to emergency/disaster support.

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.

As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:

Insurance Coverage More information can be found at https://info.groupbenefits.org/

Parental Leave– Up to six weeks paid parental leave

More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx

Holidays and Leave – State employees receive the following paid holidays each year:

• New Year's Day

• Martin Luther King, Jr. Day,

• Mardi Gras,

• Good Friday,

• Memorial Day,

• Independence Day,

• Labor Day,

• Veteran's Day,

• Thanksgiving Day and Christmas Day.

* Additional holidays may be proclaimed by the Governor

State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.

Retirement – State of Louisiana employees are eligible to participate in various retirement systems (based on the type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to):

• Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/Your_Retirement_System.mp4) to give you more detailed information about their system

• Teacher's Retirement System of Louisiana (www.trsl.org),

• Louisiana School Employees Retirement System (www.lsers.net), among others

  01

  Are you a permanent LADOTD employee?

• Yes

• No

  02

  Are you a probational LADOTD employee

• Yes

• No

  03

  Are you a current or former employee of the State of Louisiana?

• Yes

• No

  04

  If so, for which state agency(ies) do you/did you work and during what time period(s)? If not, indicate "N/A".

  05

  To ensure compliance with PPM #9, DOTD Nepotism Policy, please list the name and relationship with any immediate family members that are currently employed by the LaDOTD. Please type "N/A" if there are no immediate family members?

  06

  CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.

• 1= I have no experience and/or am uncomfortable communicating effectively

• 2= I have limited experience or require assistance to communicate effectively

• 3= I can communicate effectively

• 4= I can communicate effectively and help others improve their communication

  07

  CE: Explain your rating by providing specific and relevant examples in the box below.

  08

  DA: Rate your ability to demonstrate accountability based on our definition: The ability to accept ownership for your actions, behaviors, performance, and decisions.

• 1= I have no experience and/or am uncomfortable demonstrating accountability

• 2= I have limited experience or require assistance to demonstrate accountability

• 3= I can demonstrate accountability

• 4= I can demonstrate accountability and help others improve their ability to demonstrate accountability

  09

  DA: Explain your rating by providing specific and relevant examples in the box below.

  10

  TCr: Rate your ability to think critically based on our definition: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.

• 1= I have no experience and/or am uncomfortable thinking critically

• 2= I have limited experience or require assistance to think critically

• 3= I can think critically

• 4= I can think critically and help others improve their ability to think critically

  11

  TCr: Explain your rating by providing specific and relevant examples in the box below.

  Required Question

Agency

State of Louisiana

Address

For agency contact information, please refer to

the supplemental information above.

Louisiana State Civil Service, Louisiana, 70802

Phone

(866) 783-5462

Website

http://agency.governmentjobs.com/louisiana/default.cfm

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