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Administrative Assistant 4

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Administrative Assistant 4

Salary

$2,732.00 - $4,682.00 Monthly

Location

Baton Rouge, LA

Job Type

Classified

Job Number

47/7414/AA4/07.21.25-MV

Department

DOTD-Administration

Division

Section 47

Opening Date

07/21/2025

Closing Date

7/28/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

About this Job

Section 47 - Legal

47/7414/AA4/07.21.25-MV

At DOTD, our mission is to innovatively develop and sustain safe and reliable infrastructure comprising highways, multimodal transportation assets, micro-mobility systems, and public works. We are proud to serve the people of Louisiana with integrity, innovation, and a deep commitment to equity.

About this Job:

This position performs work of a clerical nature which requires a special knowledge of terminology and various court procedures.

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.

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

Minimum Qualifications

Three 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=168030) .

Job Duties and Other Information

Job Duties:

+ Duties require, but not exclusively, meticulous attention to an in-depth understanding of the legal work which this unit is called upon to perform, including a special knowledge of legal terminology and Civil Service procedures. The work requires independent performance of varied and diversified administrative tasks involving the files and cases assigned to the attorneys, including file management and desk administration. This position requires work processing and computer proficiency using various databases and software programs, including WordPerfect/Microsoft Word, Power Point, Outlook, Excel, and Access, as well as the DOTD programs File Net, Site Manager, and Mainframe, and other legal internet programs/software such as E­ Discovery and PACER. The assistant types and assists in preparing litigation pleadings and support documents in draft and formal form, such as petitions, motions, exceptions, answers, interrogatories, requests for production of documents, affidavits, notices, as well as scanning, emailing, and mailing pleadings and correspondence. The assistant creates and organizes exhibit identification pretrial and trial indices and trial exhibit books by gathering project records, plans, specifications, and correspondence from a variety of sources and locations throughout the state; applying Bates Control numbers to documents via Adobe Pro. Of critical importance is the assistance with handling and identifying and organizing discovery documents. This usually involves hundreds of papers, emails, and their attachments, converting them to PDF documents and applying legal Bates numbers to identify and distinguish each individual document. The discovery documents are listed and organized in chronological order, topic, and Bates Number. The incumbent composes and types memoranda to section heads and district administrators regarding administrative decisions and policy matters.

+ This work requires one to acquire an in-depth understanding and appreciation of all the legal work this section is called upon to perform, along with knowledge of the structure, function, administration and key personnel in each DOTD section, division, and offices as well as legislative committees, federal agencies, various political subdivisions that interact with DOTD, and all of the Boards and Commissions occupied by appointed DOTD employees. Since the attorney is required to be absent from the office on many occasions, it is particularly important for the incumbent to be able to respond independently and with credibility in dealing with section heads and district administrators, employee witnesses, private citizen witnesses and Civil Service officials as well as the various professionals, engineers and attorneys, within and outside of the Department who regularly call for assistance and infom1ation.In this sense the incumbent relieves the unit head of minor administrative and legal matters and independently responds either orally or in writing to matters not requiring the immediate attention of the unit head. Assists attorney with contacting, organizing, and accounting for payments to and records of deceased employees. Performs legal or initial departmental research in accordance with rules, regulations, and policies when requested, may involve the use of 'Westlaw" (research tool) and communication with other departmental agencies.

+ Types correspondence and legal documents, when requested to do so, prepares in final form legal documents such as motions, memoranda, and briefs for filing in Civil Service or in State, Federal and Appellate Courts. Maintains the date and time schedule system designed to accommodate and ensure compliance with the stream of deadlines imposed by ongoing litigation in the form of responsive pleadings, hearings, and briefs as well as the appointments and meetings which otherwise occur on a daily basis; setting appointments and meetings, receiving and sorting messages, making travel arrangements, obtaining travel authorizations, and preparing expense accounts for attorney.

+ Maintain an intricately structured filing system designed to accommodate the volume and multiplicity of materials and documents which flow to and from this office on a daily basis. Maintains, records, and documents all Appointing Authority Affidavits. This involves the sorting and routing of correspondence and miscellaneous documents received. Maintains, coordinates, and manages the extensive filing system. Includes responsibility for maintaining the call-up/suspense system to assure that the Unit complies with all deadlines and prescription dates. Organizes and maintains a filing system and record of all worker's compensation, tort, and employment appeal cases that are monitored by the Employment Attorney. Verifies accuracy of material to be filed. Sorts and pulls legal files that have been assigned for closure.

+ Assists attorneys in all other units of the legal section and outside counsel in cases and trial preparation with copy work, preparation of exhibits and organization of case files, logging incoming pleadings and correspondence. Also assists attorneys in keeping desks prioritized and updated in order to be better prepared for the public or for general meetings, serves as a liaison between the Employment Attorney and all other sections and divisions within DOTD, outside counsel, as well as opposing counsel. Responds independently to incidental administrative requests, composes routine staff memoranda regarding internal administrative requirements, decisions, and policies, keeps the Employment Attorney apprised of administrative items that need special attention, maintains sufficient supplies and equipment for the section.

+ Scans correspondence, reports, drawings, photographs, maps and other material in the electronic document management system for indexing. Places files or other materials in storage receptacles such as file cabinets, drawers or bins. Keeps material in files tacked down and secured according to standards established by this section such as chronological order. Verifies accuracy of material to be filed.

Position-Specific Details:

Appointment Type: Probational, Promotional, or Job Appointment or Detail to Special Duty

Compensation: This position is eligible for premium pay of $2.00 per hour.

How To Apply:

No Civil Service test scoreis 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.

Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumeswill notbe 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:

Melissa Willard

Administrative Program Specialist – Legal

225-242-4667

[email protected]

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

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

Do you have experience in completing legal research involving Westlaw and/or other legal research venues? If you answered yes, please describe this experience.

07

Do you have courtroom experience to include preparation of pleadings and other court related documents? If you answered yes, please describe this experience.

08

Do you have experience dealing with legal deadlines, to include maintaining attorney calendars, scheduling of witnesses and file management? If you answered yes, please describe this experience.

09

Please indicate those programs in which you are proficient in using at the intermediate or advanced level (check all that apply):

+ Microsoft Word

+ Microsoft Excel

+ Microsoft Outlook

+ Microsoft PowerPoint

+ Microsoft Access

+ Microsoft Project

+ Microsoft Publisher

+ None of the above

10

Please describe your experience using Microsoft Excel?

11

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

12

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

13

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

14

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

15

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

16

CE: 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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