Administrative Assistant bei State of Louisiana, LA

About the Department

Application Instructions:

Please submit a current resume along with the names and contact information of three work-related references to Kristi Spinosa, Director, at [email protected]. 

Examples of Job Duties:

Lead or assist in the following subject to review by the Administrative Director and/or Chief Operating Officer:

• Responsibility of answering phone calls and maintaining the general mailbox. This includes directly answering basic general questions.
• Assist in maintaining office calendar; setting appointments; coordinating meeting schedules.
• Sort and distribute incoming mail and perform functions related thereto such as logging receipt and/or printing pension documents prior to distribution in the office.
• Responsible for the daily recording and preparation of the banking deposit for all funds received in the office.  
• Track timely receipt of written and electronic reports from approximately 280 participating employers as well as other entities.
• Assists Data Entry Specialist in posting monthly and quarterly employer reports as needed.
• Researching service records as needed.
• Independently composes and types correspondence for signature of supervisor regarding administrative matters, etc. 
• Compiles and types special reports by selecting relevant information from a variety of sources such as reports, documents, correspondence, electronic files, etc. as needed.
• Organizes and maintains files and reference manuals/materials; ensures confidentiality of information, as necessary.  
• Assists in the preparation and dissemination of materials needed for meetings, such as agendas, handouts, binders, etc. 
• May perform administrative functions such as travel reports, supply requisitions, etc.

Necessary Knowledge, Skills, and Abilities:

• Strong working knowledge of Microsoft Office 365, with a focus on Excel is required.
• Microsoft 365 certifications (e.g., MS-900) are a plus.
• Strong communication skills; written and verbal.
• Strong organizational skills.
• Ability to gain working knowledge of the PERS pension software system and database structure.
• Ability to learn general knowledge of defined benefit plans.

Qualifications:

Two years of general office clerical and administrative experience or technical school training.

Miscellaneous: In-person position located in Baton Rouge; La. Office is open from 8 - 4:30 Monday – Friday; centrally located in the Jefferson Highway area. Health insurance, retirement, and paid leave are available.

Pay Range: PERS 3; $19.00 - $30.00 per hour depending on experience.