Administrative Assistant 5

ADMINISTRATIVE ASSISTANT 5Print (https://www.governmentjobs.com/careers/louisiana/jobs/newprint/4610732) ApplyADMINISTRATIVE ASSISTANT 5Salary $2,978.00 - $5,843.00 MonthlyLocation Baton Rouge, LAJob TypeClassifiedJob Number45/11940/ADMASST5/08.07.24-CCDepartmentDOTD-Engineering & OperationsDivisionSection 45Opening Date08/07/2024Closing Date8/18/2024 11:59 PM Central

Description

Benefits

Questions

Supplemental InformationSection 45 - Traffic Operations45/11940/ADMASST5/08.07.24-CCSelected Core 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 objectively question, analyze, interpret, and evaluate information to form a conclusion.

Please visit our DOTD Career Center for more information about our agency:http://wwwsp.dotd.la.gov/InsideLaDOTD/Divisions/MgmtFinance/HR/Pages/CareerCenter.aspxTo 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. 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. Information on the Louisiana Workforce Commission, Louisiana Rehabilitation Services is available here (https://www.laworks.net/WorkforceDev/LRS/LRSTechAsstGuidance.asp) . For further information about this vacancy contact: Jody ColvinTraffic Services Administrator225-935-0131 Minimum QualificationsMINIMUM 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 ConceptsFunction 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 Work50% Serves as the principal confidential assistant for the Traffic Operations Administrator. Assists in conducting administrative matters for the Traffic Operations Administrator. Manages calendar for the Traffic Operations Administrator in scheduling appointments, prioritizing mail, and screening telephone calls and visitors. Assists the Section with contract documentation, distribution and filing. Provides administrative and Human Resources support for the Section. Responsible for maintaining frequent contacts for the Section with public, private officials and professionals. Establishes and maintains administrative files for the Section, such as performance planning records, budget, correspondence, contract and office procedures. Acts as liaison between the Administrator and the Traffic Services staff. Makes recommendations regarding the adoption of new office administrative matters to improve efficiency of operations. Autonomously composes correspondence, reports and other materials involving complex and non-routine matters for the signature of the Administrator and other staff. Ensures continuity of activities of the Traffic Operations Divisions in the absence of the Administrator in all matters. This requires independent judgment to channel inquiries requiring immediate action prior to proper manager in order to maintain office operations.40% Provides structured training reports regarding the progress and status of the Section’s training requirements to Traffic Services Administrator, Business Office, Signal Section and Sign Section. Establishes, coordinates and conducts training sessions as required structural training and safety related standards/requirements. Conducts training sessions and administers tests for various Units. Monitors employees’ structured training conformance. Completes training needs for each employee and schedules training accordingly. Maintains training files on each employee. Prepares employee training performance reviews, merit increases, and reallocations on proposal. When necessary, prepares training exception reports for the approval of LTRC, Section Administrator, and DOTD Human Resources. Advises the Traffic Operations Administrator on recommended changes to employee structured training programs and, when appropriate, works with LTRC to modify individual program requirements. For the Traffic Operations Section, advises supervisory staff concerning compliance with the Office of Risk Management (ORM) standards and DOTD and all other local, state and federal safety requirements by establishing, coordinating, and monitoring the Section’s Loss Prevention Program. Coordinates inspections made by ORM and the State Fire Marshal’s office by assisting in inspecting all Traffic Services buildings. Distributes completed reports to various departments to initiate follow up/corrective action. Monitors fire drills. Assists supervisors with safety inspections. Prepares annual self-audit for DOTD and ORM. Establish and maintain files. Maintains adequate record keeping of all documents mandated by DOTD and ORM. Conducts yearly inventory on all large moveable property for the Section and reports any discrepancies to the Equipment Section. Will be required to enter data into various databases, prepare reports with recommendations, and work with various unit supervisions in completion of assignments.5% Makes reservations and travel authorizations on the computer for out-of-State traveling and lodging for Section 45. Performs other administrative duties as assigned by the Traffic Operations Administrator. Schedules conference room activities.5% May be required to perform other duties as necessary including, but not limited to, emergency/disaster support activities.While in official capacity, DOTD employees must comply with applicable Louisiana and Civil Service Laws, Rules Regulations, as well as DOTD policies, procedures, manuals and directives.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 leaveMore information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspxHolidays 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 GovernorState 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/YourRetirementSystem.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

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?

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

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

05

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

06

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

07

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

08

Are you a permanent LA-DOTD employee?

Yes

No

09

Are you a probational LA-DOTD employee?

Yes

No

10

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

Yes

No

11

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

Required Question

AgencyState of LouisianaAddressFor agency contact information, please refer tothe supplemental information above.Louisiana State Civil Service, Louisiana, 70802Phone(866) 783-5462Websitehttp://agency.governmentjobs.com/louisiana/default.cfmApplyPlease verify your email addressVerify Email