Administrative Assistant 2

Section 30 Location/Survey
S30//AA2/2.20.26-BH

About this Position:
Serves as an assistant to three Assistant Administrators in matters related to office administration under the direct supervision of the Location and Survey incumbent must exercise initiative and independent judgment ensure that the normal flow of work is maintained in a continuous and efficient manner.

An ideal candidate will possess the following competencies:

• Accepting Direction:The ability to be open and willing to follow guidance or instructions.
• Communicating Effectively: The ability to convey information ideas and emotions using structured communication methods that promote understanding and engagement.
• Demonstrating Accountability:The ability to take ownership of actions behaviors performance decisions and outcomes.

The official job specifications for this role as defined by the State Civil Service can be found here.

Job Duties:

• In the absence of the unit Administrator(s) the incumbent helps to ensure that the administrative affairs of the unit(s) are carried out and that continuity of all business is maintained.

• Coordinates arranges and schedules meetings conferences and appointments for all section 30 Assistant Administrators and staff as needed.

• Composes correspondence pertaining to office procedures and administrative matters based upon verbal and/or written instructions from the unit Administrator(s) and staff or a general knowledge of his/her intentions. Acts as backup to the Administrative Assistant 5 in her absence by making sure that work is covered and the office runs smoothly.

• Serves as office receptionist/secretary by greeting visitors receives and routes telephone calls; receives stamps sorts logs screens and prioritizes incoming mail; also copies and mails out all outgoing mail; files faxes etc. Types copies and distributes correspondence and reports for Assistant Administrator(s) and unit staff. Help to maintain equipment such as fax machine copier and printers by making sure that they are in working order and filled with paper and toner; also responsible for upkeep of copy room by organizing in a neat and orderly manner.

• Assists in preparing researching and processing all documents for payment for section 30 purchases; this includes paying invoices creating shopping carts etc. Orders all equipment supplies software etc. Handles and pays all bills and invoices for maintenance contracts license renewals software equipment supplies etc. Processes invoices for payment of engineering fee for consultant engineering contracts after checking them for completeness accuracy and adherence to agency standards.

• Assists in keeping track of money spent during the fiscal year to ensure that budgeted funds last the entire time frame. Gives recommendations as needed on how the funds should be spent to meet the needs of the section.
  

Position-Specific Details:

Appointment Type:This position may be filled as either a probational appointment (open to all qualified applicants); a promotion (open to all statewide classified and Agency-wide permanent status employees); or by detail to special duty.

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 the position 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. Applications may be rejected if incomplete.

Contact Information:

For further information about this vacancy contact:
Stanley Ard
Surveyor Administrator
1201 Capitol Access Road
Baton Rouge LA 70802

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 - Experience:

Junior IC