ADMINISTRATIVE ASSISTANT 5
Apply Here Job Description :
Supplemental Information
The Administrative Assistant 5 position is located in the Louisiana Oil Spill Coordinators Office (LOSCO) at the Department of Public Safety. This position serves as the confidential executive assistant to the Deputy Coordinator. LOSCOs primary function is to ensure effective coordination and representation of the States interests in all matters related to oil spill response and prevention. The state legislature created LOSCO in 1991. LOSCO serves as the single point of contact for all programs related to oil spills in Louisiana. LOSCOs mission is to respond to oil spill events, restore natural resources, protect economic infrastructure and safeguard public health. LOSCO has an operating budget of approximately $7,500,000
35% Incumbent relieves the Deputy Coordinator in a variety of administrative matters by assuming delegated authority. Issues directives and assures implementation through instructions to appropriate subordinate staff on behalf of the Deputy Coordinator. Exercises independent judgement and discretion in coordinating activities between various LOSCO staff members and the Deputy Coordinator, maintaining a high level of confidentiality. Responsible for acting in the Deputy Coordinators absence in areas of purchasing, human resources, training, travel and other administrative areas requiring immediate action. Responsible for keeping the Deputy Coordinator informed of any urgent operational activity.
25% Serves as support to the Deputy Coordinator. Reviews correspondence and receives telephone calls related to the most sensitive and confidential matters and determines appropriate action to be taken. Performs and supervises administrative support activities such as maintaining files and central records, printing and duplicating services, security, purchasing of supplies and equipment, and preparation of payroll and personnel records.
20% Responsible for the implementation and evaluation of agency policies and procedures relative to specific areas by close monitoring of all LOSCO activities. Responsible for researching, implementing, and monitoring new or expanded programmatic activities.
15 % Directs, oversees, and monitors the preparation, coordination, and timely submission of all correspondence, reports, and other material for the Deputy Coordinators approval. Responsible for conducting and/or supervising special projects on behalf of the Deputy Coordinator. Responsible for ensuring any decisions rendered during such projects are consistent with the Deputy Coordinators position and are in compliance with established policies and procedures.
5% Performs other related duties as assigned.
The individual who occupies this position must not pose a direct threat to the health or safety of such individual or others in the workplace. This means the individual must not pose a significant risk of substantial harm to the health or safety of others that cannot be eliminated or reduced by reasonable accommodation.
An ideal candidate for this position should possess the following competencies:
Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.
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 objectively question, analyze, interpret, and evaluate information to form a conclusion.
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 work experience. An application may be considered incomplete if the work experience and education sections are not completed.
In the event there is a preferred reemployment list for this position, the position may be filled from that list with no other interviews.
For more information, please contact:
Department of Public Safety
ATTN: Human Resources/Samantha Johnson
P.O. BOX 66614
Baton Rouge, LA. 70896
Email: samantha.johnson@la.gov
If you are contacted for an interview, please let us know at that time if you will need special accommodations.
NOTE: THE SELECTED CANDIDATE MUST TAKE AND PASS A DRUG SCREEN AND BACKGROUND CHECK PRIOR TO APPOINTMENT.
The Department of Public Safety and Corrections, Public Safety Services, is a State as a Model Employer (SAME) agency that supports improved employment opportunities for individuals with disabilities. For more information on employment-related resources available for those with disabilities, refer to the Louisiana Employment Resource Guide (Download PDF reader)_
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
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.
