ADMINISTRATIVE ASSISTANT 4

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　　ADMINISTRATIVE ASSISTANT 4

　　Salary

　　$2,602.00 - $4,682.00 Monthly

　　Location

　　Baton Rouge, LA

　　Job Type

　　Classified

　　Job Number

　　188670

　　Department

　　Southern University-Baton Rouge

　　Opening Date

　　01/23/2024

　　Closing Date

　　1/30/2024 11:59 PM Central

　　Description

　　Benefits

　　Questions

　　Supplemental Information

　　LOCATION: URBAN FORESTRY AND NATURAL RESOURCES

　　About this Position:

　　The Administrative Assistant 4 must provide administrative support for the Urban Forestry Department. Assist in academic matters about students and educational programs; human resources matters such as departmental faculty and student records, ePAFs, time and efforts forms, and performance evaluation forms; fiscal matters such as purchasing orders, invoices, grants and contracts, travel requests, and inventory; and monitoring expenditures and ensuring adherence to budgetary commitments following established polices. Assist the Chair of the Department to facilitate the day-to-day business, such as responding to requests for information; interpreting and adhering to the department rules and regulations; composing and typing correspondence; represent supervisor as needed; providing input and possibly exercising signature authority with prior permission; serving as a liaison between supervisor and staff members as needed; Assisting in meetings and departmental events.

　　Selected Core 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.

　　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.

　　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:

　　Mikhale R. Williams

　　Southern University and A&M College

　　P.O. Box 10400

　　Baton Rouge, LA 70813

　　Phone: 225-771-2680

　　Fax: 225-771-5617

　　Criminal background check and reference verification is required.

　　Southern University and A&M College is an equal opportunity employer.

　　The Southern University System (System) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities. The System does not discriminate against applicants or employees on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any type. Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on the SUS. Please inform [email protected] if you need assistance completing this application or to otherwise participate in this application process.

　　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

　　35% Manage all purchasing orders, departmental invoices, travel requests, department inventory, department property control, department undergraduate students and graduate assistants' human resources matters; assist in managing USDA-Forest Service Contracts, NIFA Research and Education Grants, HBGI Graduate Program Budget, department budget, etc. Other duties include departmental /faculty record management, maintain mail operations, BS, MS, and PhD student records.

　　25% Supervise federal work study students and coordinate graduate assistants. Review graduate assistantship applications, and make recommendation for hiring, initiate and monitor all ePAFs for over 40 MS/PhD graduate students, their time and efforts, and performance evaluation. Assist in coordinate research scientists and workshops. Prepares materials for meetings, such as agendas, handouts, binders, etc. Coordinate student professional development travel and post trip reporting.

　　20% Provide administrative support to Department Chair and Program Leader for Urban Forestry Doctoral Degree Program, 8 professors/scientists and staff. Review BS degree students' qualification for graduation, prepare, submit and monitor graduation packages and facilitate internship and placement interview. Maintain database for BS, MS and PhD programs.

　　10% Assist Chair of the Department of Urban Forestry and Natural Resources and BS, MS and PhD Program Leaders to effectively facilitate the day-to-day business and coordinate Department accreditation and external affairs. (Recruitment, Meeting, Visitation and Outreach Activities)

　　10% Perform duties independently judgement on behalf of Department Chair and Program Leader for Urban Forestry Doctoral Degree Program. Assist in composing and types correspondence for signature of department chair pertaining to administrative matters, office policies, and the department.

　　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/

　　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.

　　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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