ADMINISTRATIVE ASSISTANT 4

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　　ADMINISTRATIVE ASSISTANT 4

　　Salary

　　$2,602.00 - $4,682.00 Monthly

　　Location

　　Lafayette, LA

　　Job Type

　　Classified

　　Job Number

　　03-133022-AA-01182024-LB

　　Department

　　DOTD-Engineering & Operations

　　Division

　　District 3- Lafayette

　　Opening Date

　　01/18/2024

　　Closing Date

　　2/2/2024 11:59 PM Central

　　Description

　　Benefits

　　Questions

　　Supplemental Information

　　Please visit our DOTD Career Center for more information about our agency:

　　http://wwwsp.dotd.la.gov/Inside_LaDOTD/Divisions/Mgmt_Finance/HR/Pages/Career_Center.aspx

　　DISTRICT 03 – UNIT 170 (DESIGN OFFICE - LAFAYETTE)

　　JOB NUMBER: 03-133022-AA-01182024-LB

　　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.

　　AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

　　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.

　　Thinking Critically:The ability to generate ideas, manipulate ideas, and make unconventional connections to develop original approaches.

　　*ResumesWILL NOTbe accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

　　Please list all work experience on your application. Failure to include all work experience may affect your eligibility for this position.

　　The Louisiana Department of Transportation and Development (DOTD) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities. DOTD does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any type.

　　For further information about this vacancy contact:

　　Lela Babineaux or Lynn Reed

　　DOTD – District 03

　　Human Resources

　　(337) 262-6100

　　Qualifications

　　MINIMUM QUALIFICATIONS:

　　Three 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 high-level manager or low- to mid-level administrator, and in some cases, subordinate staff of that individual.

　　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 high-level manager or low- to mid-level 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 3 by the presence of responsibility for serving as secretarial support to a high-level manager or low- to mid-level administrator.

　　Differs from Administrative Assistant 5 by the absence of responsibility for serving as special assistant to a classified/unclassified executive or high-ranking classified administrator.

　　Examples of Work

　　40% The incumbent in this position confers on a daily basis with the Program Delivery / Design Engineer pertaining to the operation of the District Engineering Design Office, keeping the Program Delivery/ Design Engineer abreast of all situations, including deadlines and appointments. The incumbent uses various office machines which are a necessity for this position, including the computer, printer, plotter, copier, scanner, fax and telephone. The incumbent must be knowledgeable and proficient in various software packages including Microsoft Office Professional, Content Manager, SAP, LEO, and LAGOV Linear Assets system. Duties include: Receive, sort, review, deliver and file all incoming mail directed to the Design Engineer Office. Schedule meetings, conferences, telephone calls, etc. Compose correspondence on own initiative based on knowledge of supervisor’s views, and/or verbal instructions about engineering/operations or personnel matters, including or limited to technical engineering terms and sometimes a confidential nature. Responsible for preparing, editing and checking for accuracy important and/or technical letters and forms. Prepares and handles reports, correspondence, e-mails, memoranda, minutes from meetings and forms for the Program Delivery/ Design Engineer from notes, rough draft letters, reports, forms and other materials pertaining to the activities of the District Engineering Design Office.

　　40% Prepares and completes payroll process for Gang 170. This includes maintaining leave slips, collecting payroll information, hours worked for each employee, verifying leave requests match payroll hours. Prepares weekly Purchase Order log, collects signatures and submits to business office. Receives mail and scans in appropriate documents for electronic filing, also notifies appropriate personnel that the documents have been received. Updates lists of project status and emails to appropriate district personnel. Collects data and submits mileage for Gang 170 vehicles. Maintains contact information. Processes invoices. Maintains calendar of events. Answers telephone and receives visitors. Maintains file system for projects, drainage permits, personnel and equipment.

　　15% Performs various miscellaneous tasks that are required on a daily or infrequent basis such as: Mail duties to and from the post office. Trips to purchase office supplies, tools, and inventory items. Organizes office events. Prepares and submits travel authorizations and reimbursements. Prepares and handles documents, correspondence and mailers for letter bid and fax bid projects.

　　5% May be required to perform other duties as necessary including, but not limited to, emergency/disaster support activities.

　　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

　　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

　　02

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

　　03

　　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

　　04

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

　　05

　　TCr: Rate your ability to think critically based on our definition: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.

　　1= I have no experience and/or am uncomfortable thinking critically

　　2= I have limited experience or require assistance to think critically

　　3= I can think critically

　　4= I can think critically and help others improve their ability to think critically

　　06

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

　　07

　　Are you a permanent LA-DOTD employee?

　　Yes

　　No

　　08

　　Are you a probational LA-DOTD employee?

　　Yes

　　No

　　09

　　Are you a current or former employee of the State of Louisiana?

　　Yes

　　No

　　10

　　If so, for which state agency(ies) do you/did you work and during what time period(s)? If not, indicate "NA".

　　11

　　To ensure compliance with PPM #9, DOTD Nepotism Policy, please list the name and relationship with any immediate family members that are currently employed by the LA-DOTD. Please type "N/A" if there are no immediate family members?

　　12

　　What are your career interests?

　　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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