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Administrative Assistant 5

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Administrative Assistant 5

Salary

$3,127.00 - $6,136.00 Monthly

Location

Baton Rouge, LA

Job Type

Classified

Job Number

OSUP 071025 ERG

Department

Division of Administration

Division

Office of State Uniform Payroll

Opening Date

07/10/2025

Closing Date

7/17/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

About this Job

Join Our Team – Executive Assistant Opportunity

At the Division of Administration, our mission to administer and facilitate payroll services in a timely, accurate, and professional manner, and to give quality service to agencies and vendors on the LaGov HCM system in accordance with executive policy and federal and state mandates. We support over 100 agency HR offices and more than 37,000 employees through three core program units:

• Benefits and Financial Administration

• Wage and Tax Administration

• Garnishment Administration

We’re looking for anAdministrative Assistant 5to join the Office of State Uniform Payroll—a fast-paced, detail-driven team supporting over 100 agencies and more than 37,000 employees across Louisiana. In this critical role, you’ll serve as the right hand to agency leaders and decision-makers, handling sensitive communications, organizing high-level meetings, and overseeing a range of administrative operations from payroll support to procurement and facility coordination.

If you're proactive, highly organized, and ready to thrive in a mission-driven environment—this could be the opportunity for you!

AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING COMPETENCIES:

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

•Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.

•Thinking Critically: The ability to generate ideas, manipulate ideas, and make unconventional connections to develop original approaches.

•Demonstrating Innovation: The ability to generate original ideas that create value, improve processes, or provide new products or services.

Minimum Qualifications

Four 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.

Job Specification

The official job specifications for this role, as defined by the State Civil Service, can be foundhere (https://apps01.civilservice.louisiana.gov/onestopjobinfo/DisplayJobSpec.aspx?JobCode=168080) .

Job Duties and Other Information

Job Duties:

We are seeking a highly organized, professional, and self-motivated individual to serve as the Executive Assistant to the Director and provide administrative support across our three program units.

Key Responsibilities:

• Provide confidential administrative support to the Director, handling and resolving minor administrative matters independently.

• Answer and route calls on the main office line; open, copy, and distribute incoming mail.

• Serve in a variety of liaison and coordination roles, including:

+ Personnel Liaison

+ State Buildings Liaison

+ IT Coordinator

+ Archive Records Officer

+ Purchasing and Travel Coordinator

+ Property Control Manager

+ Safety Coordinator

+ Training Coordinator

• Maintain supply and property inventories; process purchase orders and invoices for payment.

• Edit and distribute official OSUP memoranda; maintain and update the OSUP website.

• Act as backup timekeeper; review and audit biweekly time entry for accuracy.

Position-Specific Details:

Appointment Type: New hire or by promotion of a current permanent status classified employee.

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

How To Apply:

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.

A criminal history check may be conducted on all new hires as well as employees changing positions including promotions, demotions, details, reassignments and transfers. Also, prospective employees may be subject to pre-employment drug testing. New hires will be subject to employment eligibility verification via the federal government's E-verify system.

Resumes WILL NOTbe accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application or faxed to (225) 219-1041. The selected candidate will be required to submit original documentation upon hire.

Contact Information:

For further information about this posting, please contact:

Erica R. Gay

HR Specialist

Division of Administration/Office of Human Resources

email:[email protected]

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

Describe your timekeeping experience, particularly in LaGov/CATS? If this does not apply to you, enter N/A.

02

Describe your experience purchasing office supplies, paying invoices with P-card, preparing purchase orders, and goods receipts from purchase orders. If this does not apply to you, enter N/A.

03

Describe your experience with handling general human resources tasks (e.g. hiring and separation actions, FMLA paperwork, position descriptions). If this does not apply to you, enter N/A.

04

Describe your level of familiarity with the PPM49 Louisiana Travel Guide and use of a travel card/CBA account. If this does not apply to you, enter N/A.

05

Describe your level of familiarity with state property management and annual LPAA Property Certifications. If this does not apply to you, enter N/A.

06

Describe your level of familiarity with the state safety procedures, incident reporting, and the annual safety audit. If this does not apply to you, enter N/A.

07

Describe your experience working in LaGov (e.g., timekeeping, property inventory, purchase orders, goods receipts, travel). If this does not apply to you, enter N/A.

08

Describe your experience with records management (archives). If this does not apply to you, enter N/A.

09

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

10

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

11

DI: Rate your ability to demonstrate innovation based on our definition: The ability to generate original ideas that create value, improve processes, or provide new products or services.

+ 1= I have no experience and/or am uncomfortable demonstrating innovation

+ 2= I have limited experience or require assistance to demonstrate innovation

+ 3= I can demonstrate innovation

+ 4= I can demonstrate innovation and help others improve their ability to demonstrate innovation

12

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

13

MAJ: Rate your ability to make accurate judgments based on our definition: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.

+ 1= I have no experience and/or am uncomfortable making accurate judgments

+ 2= I have limited experience or require assistance to make accurate judgments

+ 3= I can make accurate judgments

+ 4= I can make accurate judgments and help others improve their ability to make accurate judgments

14

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

15

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

16

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

Required Question

Employer

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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