Administrative Assistant 5

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Administrative Assistant 5

Salary

$2,978.00 - $5,843.00 Monthly

Location

Baton Rouge, LA

Job Type

Classified

Job Number

OS/DRT/199646

Department

LDH-Office of Secretary

Opening Date

09/04/2024

Closing Date

9/18/2024 11:59 PM Central

• Description

• Benefits

• Questions

Supplemental Information

The Louisiana Department of Health is dedicated to fulfilling its mission through direct provision of quality services, the development and stimulation of services of others, and the utilization of available resources in the most effective manner.

LDH serves as a model employer for individuals with disabilities.

About this position:

This position is located within the Louisiana Department of Health / Office of the Secretary / Internal Audit / East Baton Rouge

Announcement Number: OS/DRT/199646

Cost Center: 3071110202

Position Number(s): 149356

This vacancy is being announced as a Classified position and may be filled as a Probationary or Promotional appointment.

AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING COMPETENCIES:

• Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.

• 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.

• Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals.

• Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.

NOTE REGARDING THE ADVERTISED PAY:

The actual starting salary depends on the education and experience of the selected applicant.

Please click on the below links to learn more about each job level:

State Civil Service Job Information Finder (https://apps01.civilservice.louisiana.gov/onestopjobinfo/JobView2.aspx)

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.

Resumes WILL NOT be 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:

Deanda Thymes

Deanda.Thymes@la.gov

LDH/HUMAN RESOURCES

BATON ROUGE, LA 70821

225-342-6477

This organization participates in E-verify, and for more information on E-verify, please contact DHS at 1-888-464-4218.

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

Provides general administrative/clerical support to the Chief Compliance Officer, Internal Audit Section, and Program Integrity Section in the daily operations of the office. Independently coordinates and estimates the needs of the Internal Audit and Program Integrity Sections necessary to operate in an efficient manner. Schedules appointments and meetings. Independently and accurately composes and or types correspondence, personnel forms, reports, travel, and expense account forms.

Maintains organized records, manuals/materials for Internal Audit and Program Integrity. Prepares and tracks correspondence, special reports, forms, mailing lists, and develops specialized files to be used by the Internal Audit and Program Integrity Sections. Prioritizes material requiring the Chief Compliance Officer's signature and/or approval on a timely basis. Accurately and timely processes checks received by Program Integrity according to cash management procedures. Reviews correspondence and receives telephone calls related to the most sensitive and confidential matters and determines appropriate action to be taken.

Collects and compiles budgetary data for monitoring funds and staffing levels. Processes purchase orders and requisitions for the Internal Audit and Program Integrity Sections including the acknowledgement of receipt of goods and services and ensures purchases and invoices have been satisfied and all receipts and invoices are finalized. Orders supplies as needed.

Maintains personnel records in accordance with LDH policies. Functions as time administrator for the Internal Audit and Program Integrity Sections. Assists in monitoring the compliance of employees in Internal Audit and Program Integrity as it relates to payroll, HR paperwork, and orientation. Timely and accurately updates the EED Database for Internal Audit and Program Integrity.

Promptly notifies staff of new policies/trainings/announcements. Distributes safety documents/policies to Internal Audit and Program Integrity staff and verifies safety policies are reviewed and appropriate documents are completed/signed by staff. Attends quarterly safety meetings for briefings and updates to policies. Maintains records of trainings attended by Internal Audit and Program Integrity staff.

Serves as the primary point of contact for all Medicaid Integrity Institute (MII) communications and related work including nominations, prioritization of nominations, updating attendees on MII communications and forwarding all MII emails to Program Integrity staff and others requesting such information.

Functions in role of Property Control Liaison and completes the semi-annual and annual inventory of moveable property and prepares request to the Property Control Manager of items to be tagged on a timely basis as prescribed and places appropriate state identification tags before release to office personnel. Maintains a detailed inventory record of current State properties by recording descriptions of property, date of purchase, identification numbers, locations, and other related information in accordance with LOH/DOA policies and procedures.

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

  ADi: Rate your ability to accept direction based on our definition: The ability to accept and follow directions from those higher in the chain of command.

• 1= I have no experience and/or am uncomfortable accepting direction

• 2= I have limited experience or require assistance to accept direction

• 3= I can accept direction

• 4= I can accept directions and help others improve their ability to accept direction

  02

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

  03

  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

  04

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

  05

  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

  06

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

  07

  DIn: Rate your ability to demonstrate initiative based on our definition: The ability to assess information and take action independently to help the organization achieve its goals.

• 1= I have no experience and/or am uncomfortable demonstrating initiative

• 2= I have limited experience or require assistance to demonstrate initiative

• 3= I can demonstrate initiative

• 4= I can and help others improve their ability to demonstrate initiative

  08

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

  09

  DPf: Rate your ability to display professionalism based on our definition: The ability to recognize how your actions impact the perceptions of both you and your organization.

• 1= I have no experience and/or am uncomfortable displaying professionalism

• 2= I have limited experience or require assistance to display professionalism

• 3= I can display professionalism

• 4= I can display professionalism and help others improve their ability to display professionalism

  10

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

  Required Question

Agency

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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