Administrative Assistant 5

About this Job

Job Number: AES-51340-10.22.26-TW
This position is located in the Office of Agricultural & Environmental Services in East Baton Rouge Parish.

Ready to make a meaningful impact on Louisiana’s workforce and organizational culture? Join the Louisiana Department of Agriculture & Forestry as an Administrative Assistant 5! Incumbent of this position serves as the administrative assistant to the Assistant Commissioner of the Office of Agricultural & Environmental Sciences. The Office of Agricultural & Environmental Sciences (AES) includes the following programs and commissions: Agricultural Chemistry Programs, Horticulture Programs, Pesticide & Environmental Programs, Seed Programs, Advisory Commission of Pesticides, Structural Pest Control Commission, Horticulture Commission, Boll Weevil Eradication Commission, Agricultural Chemistry & Seed Commission, and Sweet Potato Advertising & Development Commission. Supervision for this position is received from the Assistant Commissioner of the Office of Agricultural & Environmental Sciences.

Acting with Ethics and Integrity-The ability to make choices that reflect ethical standards, integrity and honesty, regardless of circumstances or personal benefit.
Thinking Critically-The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.

Minimum Qualifications

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:

• Serves as confidential assistant and utilizes comprehensive knowledge of Department functions, management operations, policies, procedures and regulations in providing administrative and clerical support for the Assistant Commissioner of Agricultural & Environmental Sciences.
• Responsible for following through on assignments in a timely and extremely thorough manner and is required to make decisions based on knowledge of office and agency protocol, relieving the Assistant Commissioner of many clerical details and minor administrative matters.
• Prepares various reports to allow Assistant Commissioner to be informed of division’s data. Routinely uses independent judgment in advising staff of policy and procedure.
• Input is sought and given when creating new policies, as well as when existing policies needs to be amended or updated.
• Manages the Assistant Commissioner’s calendar, mail and telephone calls. Serves as direct liaison between office staff, all field personnel and outside interests in scheduling meetings, answering and routing telephone calls, sorting and collating incoming mail and occasionally attending meetings on behalf of the Assistant Commissioner of Agricultural & Environmental Sciences.
• Operates a personal computer with proficiency to create and maintain documents and spreadsheets. Sets up and maintains files, both standard and electronic.
• Prepares correspondence for Assistant Commissioner, and occasionally for Commissioner of Agriculture and Forestry, including composing correspondence as well as typing or transcribing from dictation. Some correspondence is of statewide/national importance.
• Keeps checklist of reports due from AES staff and, when necessary, prompts them to turn in reports. Relays, and when necessary, clarifies assignments from Assistant Commissioner and occasionally, the Commissioner, to field staff and AES administrative staff.
• Maintains confidential personnel records and files, as well as records of compensatory time earned and taken by AES personnel and alerts Assistant Commissioner of related issues.
• Receives, processes and maintains files on accounts payable and purchasing requests in accordance with agency’s policies and procedures.
• Coordinates, monitors and manages Performance Evaluation System (PES) within the Office of Agricultural & Environmental Sciences to ensure compliance with Human Resources directives and Civil Service policy.
• Serves as Primary Time Administrator for AES Pesticide: enters payroll through PTMW when necessary (i.e. employee on extended leave); running various reports each week/pay period to identify time entry errors; correcting time entry errors when necessary; completing prior period adjustments when necessary; unlocking time statements for employee certification; maintaining payroll records within assigned time administrator group.

• Full-time- this position may be filled by probation or by promotion of a classified employee of the Louisiana Department of Agriculture and Forestry serving with permanent status.
• Applicants who are not permanent employees of the Louisiana Department of Agriculture and Forestry will be required to serve a probationary period up to 24 months.

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.