Administrative Assistant 4

ADMINISTRATIVE ASSISTANT 4Print (https://www.governmentjobs.com/careers/louisiana/jobs/newprint/4377422) ApplyADMINISTRATIVE ASSISTANT 4Salary $1,200.92 - $2,160.92 BiweeklyLocation Baton Rouge, LAJob TypeClassifiedJob Number190004DepartmentSouthern University-Baton RougeOpening Date02/05/2024Closing Date2/12/2024 11:59 PM Central

Description

Benefits

Questions

Supplemental InformationLOCATION: SOUTHERN UNIVERSITY HONORS COLLEGE ABOUT THIS POSITION:The Administrative Assistant IV is responsible for assisting the Dean in awarding Honors College scholarships to Honors College freshman, transfer, and campus recruits, composing letters for the discontinuance of scholarship awards, assisting in recruitment efforts, preparing carry-over budget modifications for the College and President/Chancellors and Honda Program, assisting the Honda Campus Coordinator and Thurgood Marshall Campus Coordinator with planning and travel managements, Assist in coordinating e the annual Pinning Ceremony, Freshmen Orientation, Honors Convocation, seminars, and workshops.She /He advises staff/faculty of general campus policies and procedures when necessary, (i.e., work control, travel, payroll, Comptroller operations, personnel changes, safety regulations, etc.), prepares materials for meetings (such as agendas, handouts, binders, etc.), attends meetings and transcribes minutes. She/he will compile and assist with typing special reports, self-study assessments, summaries, travel requests, supply requisitions as well as secure the building. The Administrative Assistant 4 must be proficient in the use of Microsoft Word, Excel, Publisher, PowerPoint, Microsoft Teams, Zoom, Google Meets and various other software. She/he must be able to design and create graphics, programs, and brochures, assist in maintaining records, and aids in other areas as requested by the Dean.AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:-Accepting Direction:The ability to accept and follow directions from those higher in the chain of command.-Communicating Effectively:The ability to relay information correctly and appropriately to connect people and ideas.-Focusing on Customers:The ability to serve the needs of those who support and/or rely on the services provided.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.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:Mikhale R. WilliamsSouthern University and A&M CollegeP.O. Box 10400Baton Rouge, LA 70813Phone: 225-771-2680Fax: 225-771-5617Criminal background check and reference verification is required.The Southern University System (System) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities. The System does not discriminate against applicants or employees on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any type. Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on the SUS. Please inform [email protected] if you need assistance completing this application or to otherwise participate in this application process. QualificationsMINIMUM QUALIFICATIONS:Three 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 provide secretarial support for a high-level manager or low- to mid-level administrator, and in some cases, subordinate staff of that individual.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 high-level manager or low- to mid-level 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 3 by the presence of responsibility for serving as secretarial support to a high-level manager or low- to mid-level administrator.Differs from Administrative Assistant 5 by the absence of responsibility for serving as special assistant to a classified/unclassified executive or high-ranking classified administrator.Examples of WorkResponds to requests for information; may require interpretation of department rules and regulations.Independently composes and types correspondence involving complex, sensitive, and non-routine matters.Represent supervisor in various matters, providing input, and possibly exercising signature authority.Serves as liaison between supervisor and staff members.Assesses importance of issues or conflicts, and briefs supervisor.Compiles and types special reports by selecting relevant information from a variety of sources such as reports, documents, correspondence, electronic files, etc.Prepares materials needed for meetings, such as agendas, handouts, binders, etc.May attend meetings and transcribe minutes.May type contracts, secure appropriate signatures, and track contracts through the approval process.Monitors expenditures and ensures adherence to budgetary commitments in accordance with established policies.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

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ADi: Rate your ability to accept direction based on our definition: The ability to accept and follow directions from those higher in the chain of command.

1= I have no experience and/or am uncomfortable accepting direction

2= I have limited experience or require assistance to accept direction

3= I can accept direction

4= I can accept directions and help others improve their ability to accept direction

02

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

03

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

04

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

05

FC: Rate your ability to focus on customers based on our definition: The ability to serve the needs of those who support and/or rely on the services provided.

1= I have no experience and/or am uncomfortable focusing on customers

2= I have limited experience or require assistance to focus on customers

3= I can focus on customers

4= I can focus on customers and help others improve their ability to focus on customers

06

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

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