ADMINISTRATIVE ASSISTANT 6

About the role

The Administrative Assistant 6 position serves as the first point of contact for visitors to the Executive Office and provides advanced administrative support to the Deputy Secretary, and other Executive staff as needed. The incumbent performs duties with minimal supervision and exercises a high degree of independent judgment and discretion while managing front office operations, coordinating administrative functions for the Deputy Secretary and executive leadership, handling confidential matters, and facilitating communication between executive leadership and agency divisions.

Responsibilities

• Provides advanced administrative support to the Deputy Secretary, and occasionally other Executive staff within the Executive Office.
• Serves as the Time Administrator within the Civil Service CATS system by inputting biweekly payroll and maintaining attendance and leave records for assigned employees.
• Captures and maintains accurate records of all office activities, including scheduling, correspondence, and travel arrangements.
• Coordinates meetings and provides administrative support for the Deputy Secretary and occasionally other executive leadership by preparing correspondence, reports, and briefing materials.
• Supports Executive Office events and agency initiatives aligned with Louisiana Works priorities.
• Affords assistance in distributing internal communications to staff including HR announcements, staff notifications, and operational updates.
• Supports the Deputy Secretary and other executive leadership with administrative support for special projects and assignments.
• Maintains administrative operations by monitoring office inventory and ordering supplies as needed.
• Sets up and coordinates security and technical requests as needed.
• Maintains organized records and filing systems, and performs other administrative duties as assigned to support efficient office operations.
• Coordinates the Deputy Secretary’s schedule, travel arrangements, travel documentation, and expense reports.
• Performs other related duties as assigned.

Requirements

• Five 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. The maximum substitution allowed is 120 hours, which substitutes for a maximum of four years of experience.
• Must possess a valid driver’s license.
• Must be able to pass a background check and drug screening.
• Must be able to work flexible hours, including evenings and weekends.
• Must be able to lift up to 25 pounds.
• Must be able to work in a fast-paced environment with frequent interruptions.
• Must be able to communicate effectively both verbally and in writing.
• Must be able to handle confidential information with discretion.
• Must be able to prioritize and manage multiple tasks simultaneously.
• Must be able to work independently with minimal supervision.
• Must be able to use Microsoft Office Suite and other administrative software.
• Must be able to use project management or task tracking systems as needed.
• Must be able to coordinate meetings and events involving multiple stakeholders.
• Must be able to handle sensitive information professionally.
• Must be able to assist senior leadership (director-level or above).

Qualifications

• High school diploma or equivalent.
• Completion of a minimum of 15 semester hours from an accredited college or university.
• Experience in administrative services.
• Experience in time administration and payroll processing.
• Experience in event coordination and logistical support.
• Experience in maintaining records and filing systems.
• Experience in travel and expense management.
• Experience in project management and task tracking.
• Experience in working with senior leadership.
• Experience in handling confidential information.
• Experience in prioritizing and managing multiple tasks.
• Experience in working independently with minimal supervision.
• Experience in using Microsoft Office Suite and other administrative software.
• Experience in using project management or task tracking systems.
• Experience in coordinating meetings and events involving multiple stakeholders.
• Experience in assisting senior leadership (director-level or above).
• Ability to pass a background check and drug screening.
• Ability to work flexible hours, including evenings and weekends.
• Ability to lift up to 25 pounds.
• Ability to communicate effectively both verbally and in writing.
• Ability to work in a fast-paced environment with frequent interruptions.
• Ability to handle sensitive information professionally.
• Ability to prioritize and manage multiple tasks simultaneously.
• Ability to work independently with minimal supervision.
• Ability to use Microsoft Office Suite and other administrative software.
• Ability to use project management or task tracking systems.
• Ability to coordinate meetings and events involving multiple stakeholders.
• Ability to assist senior leadership (director-level or above).

Skills

• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite and other administrative software.
• Ability to handle confidential information with discretion.
• Ability to prioritize and manage multiple tasks simultaneously.
• Ability to work independently with minimal supervision.
• Ability to use project management or task tracking systems.
• Ability to coordinate meetings and events involving multiple stakeholders.
• Ability to assist senior leadership (director-level or above).

Benefits

As a state employee, you will enjoy competitive pay, a comprehensive benefits package, and access to a wide range of professional development opportunities. Benefits may include:

• Health insurance coverage
• Sick and annual leave
• Paid parental leave
• Holidays and observances
• Retirement plans
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Discounted services and products
• Access to training and development resources
• Opportunities for advancement and career growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Comprehensive benefits package
• Competitive compensation and pay
• Flexible work schedules
• Opportunities for professional development and growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Access to training and development resources
• Discounted services and products
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Health insurance coverage
• Sick and annual leave
• Paid parental leave
• Holidays and observances
• Retirement plans
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Discounted services and products
• Access to training and development resources
• Opportunities for advancement and career growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Comprehensive benefits package
• Competitive compensation and pay
• Flexible work schedules
• Opportunities for professional development and growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Access to training and development resources
• Discounted services and products
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Health insurance coverage
• Sick and annual leave
• Paid parental leave
• Holidays and observances
• Retirement plans
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Discounted services and products
• Access to training and development resources
• Opportunities for advancement and career growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Comprehensive benefits package
• Competitive compensation and pay
• Flexible work schedules
• Opportunities for professional development and growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Access to training and development resources
• Discounted services and products
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Health insurance coverage
• Sick and annual leave
• Paid parental leave
• Holidays and observances
• Retirement plans
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Discounted services and products
• Access to training and development resources
• Opportunities for advancement and career growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Comprehensive benefits package
• Competitive compensation and pay
• Flexible work schedules
• Opportunities for professional development and growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Access to training and development resources
• Discounted services and products
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Health insurance coverage
• Sick and annual leave
• Paid parental leave
• Holidays and observances
• Retirement plans
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Discounted services and products
• Access to training and development resources
• Opportunities for advancement and career growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Comprehensive benefits package
• Competitive compensation and pay
• Flexible work schedules
• Opportunities for professional development and growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Access to training and development resources
• Discounted services and products
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Health insurance coverage
• Sick and annual leave
• Paid parental leave
• Holidays and observances
• Retirement plans
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Discounted services and products
• Access to training and development resources
• Opportunities for advancement and career growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Comprehensive benefits package
• Competitive compensation and pay
• Flexible work schedules
• Opportunities for professional development and growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Access to training and development resources
• Discounted services and products
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Health insurance coverage
• Sick and annual leave
• Paid parental leave
• Holidays and observances
• Retirement plans
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Discounted services and products
• Access to training and development resources
• Opportunities for advancement and career growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Comprehensive benefits package
• Competitive compensation and pay
• Flexible work schedules
• Opportunities for professional development and growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Access to training and development resources
• Discounted services and products
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Health insurance coverage
• Sick and annual leave
• Paid parental leave
• Holidays and observances
• Retirement plans
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Discounted services and products
• Access to training and development resources
• Opportunities for advancement and career growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Comprehensive benefits package
• Competitive compensation and pay
• Flexible work schedules
• Opportunities for professional development and growth
• Recognition and rewards for outstanding performance
• Supportive and inclusive workplace culture
• Access to training and development resources
• Discounted services and products
• Professional development programs
• Employee assistance program
• Flexible work schedules
• Health insurance coverage
• Sick and annual leave
• Paid parental leave
• Holidays and observances
• Retirement plans
• Professional development programs
• Employee assistance program