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Administrative Assistant 3

  • ... Baton rouge, Louisiana, United States
  • ...

    Full-time

  • ... Salary: 4089 per year
  • Posted on: Apr 24, 2024       Expires on: Jun 08, 2024

Administrative Assistant 3   

JOB TITLE:

Administrative Assistant 3

JOB TYPE:

Full-time

JOB LOCATION:

Baton rouge Louisiana United States

REMOTE:

No

JOB DESCRIPTION:

Full job description

Supplemental Information

The Division of Administration/Mental Health Advocacy Services has a vacancy.
This job title has an assigned pay grade of AS-609.


This vacancy will be filled by new hire or by promotion of a current permanent status classified employee.


Louisiana is a "State as a Model Employer" for People with Disabilities.


AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING COMPETENCIES:
  • Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
  • Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
  • Using Data: The ability to use relevant and valid data to inform a recommendation for action.
The function of this position is to provide clerical and administrative support for the Attorney Supervisor and Staff Attorneys.
This includes knowing how to access and navigate court computer systems so as to obtain record or dockets for the Attorneys.
They also help maintain calendars for the Attorneys and assist with timekeeping matters.
On "heavy docket days" they will even assist the Attorney's with not taking.
They also maintain files and records for cases.
The position accepts service of all judgements and other documents filed in the courts and distributes it to the proper attorney.
Newly added is the data collection and and retrieving information that allow for the Title IV-E grant.


Candidate must posses a valid driver's license and Travel is required.


Preference will be given to applicants with at-risk children, persons with disabilities and applicants who have worked in the court system.


A criminal history check may be conducted on all new hires as well as employees changing positions including promotions, demotions, details, reassignments and transfers.
Also, prospective employees may be subject to pre-employment drug testing.
New hires will be subject to employment eligibility verification via the federal government's E-verify system.


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.


Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment.
Please make every effort to attach a copy of your transcript to your application.
The transcripts can be added as an attachment to your online application or faxed to (225) 219-1041.
The selected candidate will be required to submit original documentation upon hire.


For further information about this posting, please contact:

Erica R.
Gay
HR Specialist
Division of Administration/Office of Human Resources
email: erica.
gay@la.
gov

Qualifications

MINIMUM QUALIFICATIONS:
Two 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 professional, supervisor or manager, and in some cases, subordinate staff of that individual,

OR

To provide highly-skilled keyboarding support in the transcribing and recording of information.


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 professional, supervisor or manager.


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 2 by the presence of responsibility for serving as secretarial support to a mid-level manager or performing advanced keyboarding duties.


Differs from Administrative Assistant 4 by the absence of responsibility for serving as secretarial support to a high-level manager or low- to mid-level administrator.

Examples of Work

SECRETARIAL
Responds to requests for information; may require interpretation of department rules and regulations.


Independently composes and types correspondence for signature of supervisor regarding administrative matters, office policies, or programs.


Compiles and types special reports by selecting relevant information from a variety of sources such as reports, documents, correspondence, electronic files, etc.


Organizes and maintains files and reference manuals/materials; ensures confidentiality of information, as necessary.


Prepares materials needed for meetings, such as agendas, handouts, binders, etc.


May perform administrative functions such as payroll preparation, travel reports, supply requisitions, etc.


KEYBOARDING
Sets up and types a wide variety of correspondence, reports, tables, records, case histories, hearings, etc.
from rough draft, dictation, dictating machine or instructions.


Types materials that involve knowledge of special terminology.


Attends meetings and transcribes minutes; may serve as hearings reporter by recording verbatim testimony and transcribing into prescribed format.


Proofs typing results for typographical errors, spelling, punctuation and format accuracy.


Establishes and maintains electronic files for identifying, recording and classifying stored data; extracts, assembles and merges stored information to create new documents.

Position Details

POSTED:

Apr 24, 2024

EMPLOYMENT:

Full-time

SALARY:

4089 per year

SNAPRECRUIT ID:

S-1714888958-7bad683ab20a8dfd5ad07ca83d6e2991

LOCATION:

Louisiana United States

CITY:

Baton rouge

Job Origin:

jpick2

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Full job description

Supplemental Information

The Division of Administration/Mental Health Advocacy Services has a vacancy. This job title has an assigned pay grade of AS-609.

This vacancy will be filled by new hire or by promotion of a current permanent status classified employee.

Louisiana is a "State as a Model Employer" for People with Disabilities.

AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING COMPETENCIES:
  • Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
  • Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
  • Using Data: The ability to use relevant and valid data to inform a recommendation for action.
The function of this position is to provide clerical and administrative support for the Attorney Supervisor and Staff Attorneys. This includes knowing how to access and navigate court computer systems so as to obtain record or dockets for the Attorneys. They also help maintain calendars for the Attorneys and assist with timekeeping matters. On "heavy docket days" they will even assist the Attorney's with not taking. They also maintain files and records for cases. The position accepts service of all judgements and other documents filed in the courts and distributes it to the proper attorney. Newly added is the data collection and and retrieving information that allow for the Title IV-E grant.

Candidate must posses a valid driver's license and Travel is required.

Preference will be given to applicants with at-risk children, persons with disabilities and applicants who have worked in the court system.

A criminal history check may be conducted on all new hires as well as employees changing positions including promotions, demotions, details, reassignments and transfers. Also, prospective employees may be subject to pre-employment drug testing. New hires will be subject to employment eligibility verification via the federal government's E-verify system.

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.

Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application or faxed to (225) 219-1041. The selected candidate will be required to submit original documentation upon hire.

For further information about this posting, please contact:

Erica R. Gay
HR Specialist
Division of Administration/Office of Human Resources
email: erica.gay@la.gov

Qualifications

MINIMUM QUALIFICATIONS:
Two 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 professional, supervisor or manager, and in some cases, subordinate staff of that individual,

OR

To provide highly-skilled keyboarding support in the transcribing and recording of information.

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 professional, supervisor or manager.

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 2 by the presence of responsibility for serving as secretarial support to a mid-level manager or performing advanced keyboarding duties.

Differs from Administrative Assistant 4 by the absence of responsibility for serving as secretarial support to a high-level manager or low- to mid-level administrator.

Examples of Work

SECRETARIAL
Responds to requests for information; may require interpretation of department rules and regulations.

Independently composes and types correspondence for signature of supervisor regarding administrative matters, office policies, or programs.

Compiles and types special reports by selecting relevant information from a variety of sources such as reports, documents, correspondence, electronic files, etc.

Organizes and maintains files and reference manuals/materials; ensures confidentiality of information, as necessary.

Prepares materials needed for meetings, such as agendas, handouts, binders, etc.

May perform administrative functions such as payroll preparation, travel reports, supply requisitions, etc.

KEYBOARDING
Sets up and types a wide variety of correspondence, reports, tables, records, case histories, hearings, etc. from rough draft, dictation, dictating machine or instructions.

Types materials that involve knowledge of special terminology.

Attends meetings and transcribes minutes; may serve as hearings reporter by recording verbatim testimony and transcribing into prescribed format.

Proofs typing results for typographical errors, spelling, punctuation and format accuracy.

Establishes and maintains electronic files for identifying, recording and classifying stored data; extracts, assembles and merges stored information to create new documents.

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