ADMINISTRATIVE ASSISTANT 5

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　　ADMINISTRATIVE ASSISTANT 5

　　Salary

　　$2,978.00 - $5,843.00 Monthly

　　Location

　　New Orleans, LA

　　Job Type

　　Classified

　　Job Number

　　PNO-795-011724-YB

　　Department

　　Port of New Orleans Port Commission

　　Opening Date

　　01/22/2024

　　Closing Date

　　2/7/2024 11:59 PM Central

　　Description

　　Benefits

　　Questions

　　Supplemental Information

　　The Administrative Assistant (AA) will support the Chief Operations Officer with additional support to business development and operations leaders.

　　The AA will effectively problem-solve, provide creative solutions, and be motivated by opportunities to leverage technologies and optimize workflow throughout the operations division. This role will work in a cross-functional team environment and will exercise high levels of integrity, customer-service, and excellence.

　　The ideal candidate will be structured, accurate, and detail-oriented, work effectively with deadlines, be an excellent communicator, and work with a sense of urgency. The AA will be proactive, work independently, and have a strong sense of discretion and experience working with sensitive information.

　　Reporting to the Head of Business Development, the Administrative Assistant (AA) will get exposure to every part of the Port’s revenue-generating operations — real estate, rail, cruise, and cargo.

　　Characteristics: Proactive, intuitive, self-motivated, organized, detail-oriented, solutions driven, strong excel skills required.

　　Port NOLA offers competitive benefits that prioritize safety, health and wellness for our employees. Employees have access to the following benefits:

　　* Medical / Dental / Vision Insurance * Health Savings Account (HSA) * Medical and/or Dependent Care Flexible Spending Account (FSA) * Life Insurance options * Long Term Disability Plan * State of Louisiana LASERS state pension program * Deferred Compensation Plan (457 plan) with employer match * Paid Louisiana State Holidays; and paid Annual and Sick Leave * Wellness Center located in Port Administration Building * Ship Shape Wellness ProgramAN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:

　　Selected Core Competencies:

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

　　Managing Projects: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.

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

　　Selected Preferred Competencies:

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

　　Demonstrating Innovation: The ability to generate original ideas that create value, improve processes, or provide new products or services.

　　Developing Plans: The ability to prioritize tasks and competing demands to create accurate plans.

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

　　Managing Systems: The ability to predict and manage the effects of actions on interrelated or interacting components of a team, department, or organization.

　　Solving Problems: The ability to discover solutions to problems.

　　Using Data: The ability to use relevant and valid data to inform a recommendation for action

　　To learn more about the SCS Competency Model click here (https://www.civilservice.louisiana.gov/competency-model/competencymodel.aspx) .

　　To apply for this vacancy, click the "Apply" link above and complete the 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.

　　For further information about this vacancy contact:

　　Yolanda Brisbon

　　Port of New Orleans / Human Resources Analyst C

　　P.O. Box 60046

　　New Orleans, LA 70160

　　504-528-3274

　　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

　　50% Administrative support for the Business Development team

　　Administrative tasks, scheduling meetings, maintaining conference calendars, customer lists and handling correspondence with key stakeholders, event planning, Assist with clerical duties through the use of powerpoint, excel, google docs, sharepoint, and light graphic design through the use of canva. Check and manage daily mail, including sending out certified letters and FedEx envelopes as needed. Ensure printer maintenance by replenishing paper and ink supply and refilling the machine as required. Facilitate document/email/phone call routing within the organization. Maintain office and conference room supplies and inventory management. Order and maintain inventory for the Riverview Conference Room. Facilitate document/email/phone call routing within the organization. Provide timely and accurate responses to client inquiries via email and phone. Assist with the planning and organization of business events, trade shows, and client meetings and management of conference room schedule. Scheduling and handling logistics of vehicle maintenance. Coordinate between the business development team and other departments to ensure smooth execution of projects. Follow up on various internal requests, IT, maintenance, services related, light project management. Assist in the preparation of presentations, agendas, event coordination.

　　Maintain various spreadsheets used by business development team. Customer advisory lists, event planning, commercial travel, conference schedules, hotel rate sheets, maintain business development dashboard through use of hyperlinks etc.

　　20% Travel Coordination, expense reimbursement and invoice management

　　Coordinate efficient travel for business development and executives. Process travel and local expense reports for commercial personnel and manage requisitions. Manage invoices. Manage invoices, membership and sponsorship related to business development.

　　20% Coordinate Business Development related events

　　Provide timely and accurate responses to client inquiries via email and phone. End to end planning and organization of business events, trade shows, and client meetings, management of conference room schedule. Coordination of catering, reservations and logistics related to events and customer visits. Greet customers at the front desk to escort them to 3rd floor. Obtain swag items for customers. Meeting follow up, such as sending ppt to attendees.

　　10% Business analytics and Sales lead support

　　Support Business Intelligence with basic salesforce and excel reporting and analytic needs.

　　Sales lead generation through use of analyzing report and trade trends and finding point of contact through use of linked in and google search.

　　Gain a general knowledge of the logistics industry through professional development alongside the business development team.

　　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

　　Have you included all of your work experience on your application? If not please return to the "Work Experience" section to complete your application.

　　Yes

　　No

　　02

　　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

　　03

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

　　04

　　DI: Rate your ability to demonstrate innovation based on our definition: The ability to generate original ideas that create value, improve processes, or provide new products or services.

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

　　2= I have limited experience or require assistance to demonstrating innovation

　　3= I can demonstrate innovation

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

　　05

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

　　06

　　DP: Rate your ability to develop plans based on our definition: The ability to prioritize tasks and competing demands to create accurate plans.

　　1= I have no experience and/or am uncomfortable developing plans

　　2= I have limited experience or require assistance to develop plans

　　3= I can develop plans

　　4= I can develop plans and help others improve their ability to develop plans

　　07

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

　　08

　　MPr: Rate your ability to manage projects based on our definition: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.

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

　　2= I have limited experience or require assistance to manage projects

　　3= I can manage projects

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

　　09

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

　　10

　　MSy: Rate your ability to manage systems based on our definition: The ability to predict and manage the effects of actions on interrelated or interacting components of a team, department, or organization.

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

　　2= I have limited experience or require assistance to manage systems

　　3= I can manage systems

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

　　11

　　MSy: 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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