Administrative Assistant 6

This is a full-time position located at the **Capitol Annex Building in Baton Rouge, LA.** This position serves as the primary administrative support for the Deputy Secretary in the Department of Culture, Recreation, and Tourism. This position performs at a very high level, in which duties are highly confidential and complex in nature. This position is the highest-level administrative support reporting to the highest-level position of the department. The incumbent is responsible for ensuring the smooth flow of information from the Deputy Secretary to the other agencies within DCRT, such as State Parks, State Library, Tourism, Cultural Development, State Museum, Management and Finance, and Office of the Lieutenant Governor, as well as providing services to other agencies and visitors to the State of Louisiana. AN IDEAL CANDIDATE SHOULD 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. **Following Policies and Procedures:** The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies. Five 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. The maximum substitution allowed is 120 hours, which substitutes for a maximum of four years of experience. The official job specifications for this role, as defined by the State Civil Service, can be found [here](https://apps01.civilservice.louisiana.gov/onestopjobinfo/DisplayJobSpec.aspx?JobCode=171200).**Job Duties:** •Use independent judgement in handling all administrative and clerical tasks for the Deputy Secretary. Plans, supervises, and implements strategies to provide for efficient workflow and information processing from the administrative support staff to management. •Assists the Chief of Staff in all scheduling matters and maintains schedules of meetings, appointments, meeting rooms, travel arrangements, etc. to ensure compliance with state travel rules and regulations, open meeting rules, etc. Prepares all travel requests and filings for the Deputy Secretary and Office of the Lt. Governor. •Manages and maintains the Lieutenant Governor's calendar for employees. •Manages and oversees Boards and Commissions appointments as it relates to the Office of the Lieutenant Governor. •Manages and oversees the distribution of good received from contracts/sponsorships from the Department of Culture, Recreation, and Tourism. •Coordinate special projects, as required and assigned, including information technology, administrative, and purchasing/procurement. •Manages budget for the Office of Secretary and Office of the Lt. Governor. •Oversees Accounts Payable/Receivables functions, including processing invoices for payment, tracking of invoice payments, auditing of invoices against purchase documents and reconciliation of discrepancies. Produces monthly projection reports to Management and Finance department. •Confers with the Deputy Secretary and Chief of Staff to compile lists of equipment, services, and improvements. •Monitors and forecasts revenue and expenditures to identify and report trends and potential funding problems. Prepare budget and revenue projections under the direction of the Accountant Administrator. •Propose alternatives to spending and revisions in the agency budget. Prepares budget adjustment and fund transfer requests. •Advises Chief of Staff concerning remaining budget amounts and/or changes to existing budget. •Monitors the sup…