Administrative Assistant 3

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Administrative Assistant 3

Salary

$2,272.00 - $4,089.00 Monthly

Location

Mandeville, LA

Job Type

Classified

Job Number

MHA 050224 ERG

Department

Gov-Mental Health Advocacy Services

Opening Date

05/02/2024

Closing Date

5/16/2024 11:59 PM Central

• Description

• Benefits

• Questions

Supplemental Information

The Division of Administration/Mental Health Advocacy Services has a vacancy. This job title has an assigned pay grade of AS-609.

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.

AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING COMPETENCIES:

• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.

• Focusing on Customers: The ability to serve the needs of those who support and/or rely on the services provided.

• Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.

  The function of work for this position is to perform office duties such as clerical and administrative support for the Attorney Supervisor and Staff Attorneys. This includes knowing how to access and navigate court computer systems so as to obtain record or dockets for the Attorneys. They also help maintain calendars for the Attorneys and assist with timekeeping matters. On "heavy docket days" they will even assist the Attorney's with not taking. They also maintain files and records for cases. The position accepts service of all judgements and other documents filed in the courts and distributes it to the proper attorney. Newly added is the data collection and and retrieving information that allow for the Title IV-E grant.

  Candidate must posses a valid driver's license and Travel is required.

  Preference will be given to applicants with at-risk children, persons with disabilities and applicants who have worked in the court system.

  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 government's E-verify system.

  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.

  Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application or faxed to (225) 219-1041. 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

Minimum Qualifications

MINIMUM QUALIFICATIONS:

Two 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 provide secretarial support for a professional, supervisor or manager, and in some cases, subordinate staff of that individual,

OR

To provide highly-skilled keyboarding support in the transcribing and recording of information.

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 professional, supervisor or manager.

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 2 by the presence of responsibility for serving as secretarial support to a mid-level manager or performing advanced keyboarding duties.

Differs from Administrative Assistant 4 by the absence of responsibility for serving as secretarial support to a high-level manager or low- to mid-level administrator.

Examples of Work

SECRETARIAL

Responds to requests for information; may require interpretation of department rules and regulations.

Independently composes and types correspondence for signature of supervisor regarding administrative matters, office policies, or programs.

Compiles and types special reports by selecting relevant information from a variety of sources such as reports, documents, correspondence, electronic files, etc.

Organizes and maintains files and reference manuals/materials; ensures confidentiality of information, as necessary.

Prepares materials needed for meetings, such as agendas, handouts, binders, etc.

May perform administrative functions such as payroll preparation, travel reports, supply requisitions, etc.

KEYBOARDING

Sets up and types a wide variety of correspondence, reports, tables, records, case histories, hearings, etc. from rough draft, dictation, dictating machine or instructions.

Types materials that involve knowledge of special terminology.

Attends meetings and transcribes minutes; may serve as hearings reporter by recording verbatim testimony and transcribing into prescribed format.

Proofs typing results for typographical errors, spelling, punctuation and format accuracy.

Establishes and maintains electronic files for identifying, recording and classifying stored data; extracts, assembles and merges stored information to create new documents.

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

  Please describe in detail your experience working with at-risk children and persons with disabilities. If this does not apply to you, enter N/A.

  02

  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

  03

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

  04

  FC: Rate your ability to focus on customers based on our definition: The ability to serve the needs of those who support and/or rely on the services provided.

• 1= I have no experience and/or am uncomfortable focusing on customers

• 2= I have limited experience or require assistance to focus on customers

• 3= I can focus on customers

• 4= I can focus on customers and help others improve their ability to focus on customers

  05

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

  06

  MR: Rate your ability to manage resources based on our definition: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.

• 1= I have no experience and/or am uncomfortable managing resources

• 2= I have limited experience or require assistance to manage resources

• 3= I can manage resources

• 4= I can manage resources and help others improve their ability to manage resources

  07

  MR: 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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