Administrative Assistant 5

Administrative Assistant 5

Salary

$3,127.00 - $6,136.00 Monthly

Location

Baton Rouge, LA

Job Type

Classified

Job Number

COMM 082526 ERG

Department

Division of Administration

Division

Office of the Commissioner

Opening Date

08/25/2026

Closing Date

9/1/2026 11:59 PM Central

• Description
• Benefits
• Questions

About this Job

The Division of Administration/Office of the Commissioner has a vacancy. This job title has an assigned pay grade of AS-613.

This is a highly responsible, independent, and professional position, serving as the first point of contact for the Division of Administration (DOA), Office of the Commissioner. Work includes a variety of administrative work, including highly critical, time sensitive, and confidential matters. Incumbent directly supports the Commissioner, Deputy Commissioner, three Assistant Commissioners, the Special Counsel, Executive Counsel, and Internal Audit, , as well as four Program Coordinators responsible for Statewide Programs including State ADA Coordinator, Continuity of Operations Planning Coordinator, Broadband Program Coordinator, and Office of Louisiana Highway Construction. Incumbent must have overall knowledge of the DOA, its responsibilities and state government regulations and procedures as well as general knowledge of the Executive Departments and Office of the Governor.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Building and Supporting Teams: The ability to combine ones actions and efforts with others to work toward achieving a common goal.
• Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.

The Division of Administration is the state government's management arm and the hub of its financial operations. Division offices perform a wide variety of activities, including the following:

• Overseeing the state's capital construction program
• Working to provide state and federal grants for community development
• Development of the state budget
• Providing technology services
• Giving agencies guidance in the state purchasing and contracting process as they seek goods and services
• Administering a program that provides federal funds to help Louisiana residents recover from a series of devastating hurricanes

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 found here.

Job Duties and Other Information

Job Duties:

• Provides program support to multiple statewide programs as needed. Handles overflow workload and project support as directed. Serves as backup and provides additional administrative support as needed to the Statewide ADA Coordinator, Boards and Commissions Coordinator, Continuity of Operations Plan (COOP) Coordinator, Internal Audit staff, Broadband program staff, and Office of Louisiana Highway Construction staff. Coordinates program information by maintaining databases, generating reports, and ensuring information integrity. Receives documents and reports from agencies and reviews for completeness and compliance with State and Federal regulations, policy requirements, etc. Provides information to users regarding access to the Boards and Commissions database per RS 39:16.8. Assists the Coordinator with responding to requests for access as needed. Monitors receipt of quarterly updates required to maintain the agency COOP and notifies the Coordinator of any missing or incomplete plans.
• Receives and directs all visitors to the Office of the Commissioner. Visitors typically include Agency Heads and executive staff, Legislators and senior legislative staff, as well as members of the public. Receives all incoming calls for the Office of the Commissioner and provides customer service information or directs calls to the appropriate person/division on the State of Louisianas toll-free phone line. Acts as the primary custodian of voicemail for the State of Louisianas toll-free phone line checking and directing incoming messages to the appropriate party for handling and placing new after hour messages in a timely manner. As with visitors, calls are received from various individuals and often require sensitive, discreet handling.
• Receives, reviews for completeness, and submits for approval all warrants and seed requests from State Agencies. Logs highly critical financial requests and ensures information is complete. Submits all necessary documentation to the Commissioner of Administration for review and approval. Coordinates submission of requests to Louisiana Department of Treasury.
• Serves as the purchasing coordinator for the Office of the Commissioner. Keeps inventory of supplies, completes necessary documentation for ordering all supplies, and assists with preparation of procurement contracts. Reviews invoices for accuracy and processes receipts.
• Accepts, sorts and logs all incoming mail within the office including mail delivered twice daily from state mail room, hand delivery and Federal Express/UPS. Directs all incoming mail to appropriate staff/division within DOA in a timely manner. Separates outgoing mail and records appropriately in database. Ensures all mail and documents received are time and date stamped appropriately to preserve delivery records. Receives electronic faxes and logs and distributes immediately. Reviews logs to ensure items requiring response have been completed including tracking assignment, receiving and logging response, and routing final documents to original requestor. Informs the Confidential Assistant of any outstanding issues and/or concerns.
• Serves as the backup Time Administrator for the Office of the Commissioner, including collection of timesheets; entry into ISIS payroll system, and maintaining records for audit purposes.
• Serves as backup Safety Coordinator for the Office of the Commissioner. Assist with safety activities, quarterly safety meetings, and safety inspections as needed.
• Serves as backup for the Technical Equipment Support Coordinator for the Office of the Commissioner. Manager of the coffee club, including collection of dues and maintains accurate records for audit purposes for the Office of the Commissioner.
• Other duties as assigned.

Position-Specific Details:

Appointment Type: This vacancy will be filled by 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 governments E-Verify system.

• Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

Please make every effort to attach a copy of your transcript to your application (PDF format preferred). The selected candidate will be required to submit original documentation upon hire.

For further information about this posting, please contact:

Erica R. Gay

HR Specialist

Division of Administration/Office of Human Resources

Email:Erica.Gay@la.gov

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity to make a difference through 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 at https://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx

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

• New Years Day
• Martin Luther King, Jr. Day,
• Mardi Gras,
• Good Friday,
• Memorial Day,
• Independence Day,
• Labor Day,
• Veterans 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 to give you more detailed information about their system
• Teachers Retirement System of Louisiana (www.trsl.org),
• Louisiana School Employees Retirement System (www.lsers.net), among others

01

ADi: Accepting Direction - How well do you accept guidance, follow instructions, and adjust when given feedback?

• I resist direction, ignore feedback, and need reminders to complete tasks.
• I follow direction with reminders and often need clarification or support.
• I follow direction reliably, adjust to feedback, and complete tasks on time.
• I adapt quickly, follow through, and help others adjust as needed.

02

ADi: Accepting Direction - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

03

BST: Building and Supporting Teams - How well do you work with others to achieve shared goals and contribute to a positive team environment?

• I avoid teamwork, create conflict, or don't contribute.
• I contribute to team efforts with encouragement and guidance.
• I work well with others, contribute consistently, and support the team.
• I unite teams, build trust, and help others work through conflict.

04

BST: Building and Supporting Teams - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

05

CE: Communicating Effectively - How well do you share information and ideas in ways that others can understand, relate to, and act on?

• I communicate unclearly, use poor tone, and ignore the audience.
• I share main ideas clearly and adapt to the audience when reminded.
• I communicate clearly, listen actively, and explain complex ideas well.
• I craft messages that connect, inspire, and drive action across audiences.

06

CE: Communicating Effectively - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

07

DA: Demonstrating Accountability - How well do you take responsibility for your actions, results, and performance?

• I avoid responsibility, deliver poor work, and resist feedback.
• I take ownership when prompted and meet basic expectations.
• I own results, meet standards, and respond to feedback professionally.
• I drive high performance, prevent issues, and model accountability.

08

DA: Demonstrating Accountability - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

09

MAJ: Making Accurate Judgments - How do you make decisions when faced with choices, risks, or limited information?

• I make reactive or delayed decisions and sometimes overlook risks, priorities, or potential bias.
• I try to weigh options but struggle when there's uncertainty, competing priorities, or unclear outcomes.
• I make timely, well-reasoned decisions by using available information, context, and trade-offs.
• I make sound decisions in complex situations, lead others through ambiguity, and adapt as new information emerges.

10

MAJ: Making Accurate Judgments - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

Required Question

Employer State of Louisiana

Address 1201 N 3rd St

Baton Rouge, Louisiana, 70802

Phone (866) 783-5462

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