Administrative Assistant 4
Administrative Assistant 4
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$ 2732 - 4682
1 Vacancy
Job Description
About this Job
Section 47 - Legal
47/7414/AA4/07.21.25-MVAt DOTD our mission is to innovatively develop and sustain safe and reliable infrastructure comprising highways multimodal transportation assets micro-mobility systems and public works. We are proud to serve the people of Louisiana with integrity innovation and a deep commitment to equity.
About this Job:
This position performs work of a clerical nature which requires a special knowledge of terminology and various court procedures.AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING COMPETENCIES:
- CommunicatingEffectively:Theabilitytorelayinformationcorrectlyandappropriatelytoconnectpeopleand ideas.
- DemonstratingAccountability:Theabilitytoacceptownershipforyouractionsbehaviorsperformanceand decisions.
- ThinkingCritically:Theabilitytoobjectivelyquestionanalyzeinterpretandevaluateinformationtoforma conclusion.
Please visit our DOTD Career Center for more information about our agency:
QualificationsThree years of experience in administrative services.
EXPERIENCE SUBSTITUTION:
Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.Job Specification
The official job specifications for this role as defined by the State Civil Service can be found here.
Job Duties and Other Information
Job Duties:
Duties require but not exclusively meticulous attention to an in-depth understanding of the legal work which this unit is called upon to perform including a special knowledge of legal terminology and Civil Service procedures. The work requires independent performance of varied and diversified administrative tasks involving the files and cases assigned to the attorneys including file management and desk administration. This position requires work processing and computer proficiency using various databases and software programs including WordPerfect/Microsoft Word Power Point Outlook Excel and Access as well as the DOTD programs File Net Site Manager and Mainframe and other legal internet programs/software such as E Discovery and PACER. The assistant types and assists in preparing litigation pleadings and support documents in draft and formal form such as petitions motions exceptions answers interrogatories requests for production of documents affidavits notices as well as scanning emailing and mailing pleadings and correspondence. The assistant creates and organizes exhibit identification pretrial and trial indices and trial exhibit books by gathering project records plans specifications and correspondence from a variety of sources and locations throughout the state; applying Bates Control numbers to documents via Adobe Pro. Of critical importance is the assistance with handling and identifying and organizing discovery documents. This usually involves hundreds of papers emails and their attachments converting them to PDF documents and applying legal Bates numbers to identify and distinguish each individual document. The discovery documents are listed and organized in chronological order topic and Bates Number. The incumbent composes and types memoranda to section heads and district administrators regarding administrative decisions and policy matters.
This work requires one to acquire an in-depth understanding and appreciation of all the legal work this section is called upon to perform along with knowledge of the structure function administration and key personnel in each DOTD section division and offices as well as legislative committees federal agencies various political subdivisions that interact with DOTD and all of the Boards and Commissions occupied by appointed DOTD employees. Since the attorney is required to be absent from the office on many occasions it is particularly important for the incumbent to be able to respond independently and with credibility in dealing with section heads and district administrators employee witnesses private citizen witnesses and Civil Service officials as well as the various professionals engineers and attorneys within and outside of the Department who regularly call for assistance and this sense the incumbent relieves the unit head of minor administrative and legal matters and independently responds either orally or in writing to matters not requiring the immediate attention of the unit head. Assists attorney with contacting organizing and accounting for payments to and records of deceased employees. Performs legal or initial departmental research in accordance with rules regulations and policies when requested may involve the use of Westlaw (research tool) and communication with other departmental agencies.
- Types correspondence and legal documents when requested to do so prepares in final form legal documents such as motions memoranda and briefs for filing in Civil Service or in State Federal and Appellate Courts. Maintains the date and time schedule system designed to accommodate and ensure compliance with the stream of deadlines imposed by ongoing litigation in the form of responsive pleadings hearings and briefs as well as the appointments and meetings which otherwise occur on a daily basis; setting appointments and meetings receiving and sorting messages making travel arrangements obtaining travel authorizations and preparing expense accounts for attorney.
- Maintain an intricately structured filing system designed to accommodate the volume and multiplicity of materials and documents which flow to and from this office on a daily basis. Maintains records and documents all Appointing Authority Affidavits. This involves the sorting and routing of correspondence and miscellaneous documents received. Maintains coordinates and manages the extensive filing system. Includes responsibility for maintaining the call-up/suspense system to assure that the Unit complies with all deadlines and prescription dates. Organizes and maintains a filing system and record of all workers compensation tort and employment appeal cases that are monitored by the Employment Attorney. Verifies accuracy of material to be filed. Sorts and pulls legal files that have been assigned for closure.
- Assists attorneys in all other units of the legal section and outside counsel in cases and trial preparation with copy work preparation of exhibits and organization of case files logging incoming pleadings and correspondence. Also assists attorneys in keeping desks prioritized and updated in order to be better prepared for the public or for general meetings serves as a liaison between the Employment Attorney and all other sections and divisions within DOTD outside counsel as well as opposing counsel. Responds independently to incidental administrative requests composes routine staff memoranda regarding internal administrative requirements decisions and policies keeps the Employment Attorney apprised of administrative items that need special attention maintains sufficient supplies and equipment for the section.
- Scans correspondence reports drawings photographs maps and other material in the electronic document management system for indexing. Places files or other materials in storage receptacles such as file cabinets drawers or bins. Keeps material in files tacked down and secured according to standards established by this section such as chronological order. Verifies accuracy of material to be filed.
Position-Specific Details:
Appointment Type: Probational Promotional or Job Appointment or Detail to Special Duty
Compensation: This position is eligible for premium pay of $2.00 per hour.How To Apply:
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.
Information to support your eligibility for this job title must be included in the application (i.e. relevant detailed experience/education). 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:
Melissa Willard
Administrative Program Specialist LegalThe 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:
Employment Type
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