Administrative Assistant

About This Job

The Division of Administration/Office of State Uniform Payroll has a vacancy. This job title has an assigned pay grade of AS-613.

Join Our Team – Executive Assistant Opportunity

Office of State Uniform Payroll (OSUP)

The Office Of State Uniform Payroll (OSUP) Serves As The Centralized, Statewide Payroll Accounting Team For Executive Branch Agencies On The LaGov HCM System. We Support Over 100 Agency HR Offices And More Than 37,000 Employees Through Three Core Program Units:

• Benefits and Financial Administration
• Wage and Tax Administration
• Garnishment Administration

Our mission is to administer and facilitate payroll services in a timely, accurate, and professional manner, and to give quality service to agencies and vendors on the LaGov HCM system in accordance with executive policy and federal and state mandates.

Position: Executive Assistant to the Director

We are seeking a highly organized, professional, and self-motivated individual to serve as the Executive Assistant to the Director and provide administrative support across our three program units.

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.
• Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.

The Division Of Administration Is The State Government’s Management Arm And The Hub Of Its Financial Operations. Division Offices Perform a Wide Variety Of Activities, Including The Following:

• Overseeing the state’s capital construction program
• Working to provide state and federal grants for community development
• Development of the state budget
• Providing technology services
• Giving agencies guidance in the state purchasing and contracting process as they seek goods and services
• Administering a program that provides federal funds to help Louisiana residents recover from a series of devastating hurricanes

Minimum Qualifications

Four 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.

Job Specification

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties

Job Duties and Other Information

• Provide confidential administrative support to the Director, handling and resolving minor administrative matters independently.
• Answer and route calls on the main office line; open, copy, and distribute incoming mail.
• Maintain supply and property inventories; process purchase orders and invoices for payment.
• Edit and distribute official OSUP memoranda; maintain and update the OSUP website.
• Act as backup timekeeper; review and audit biweekly time entry for accuracy.
• Serve in a variety of liaison and coordination roles, including:
• Personnel Liaison
• State Buildings Liaison
• IT Coordinator
• Archive Records Officer
• Purchasing and Travel Coordinator
• Property Control Manager
• Safety Coordinator
• Training Coordinator

Position-Specific Details

Appointment Type: New hire or by promotion of a current permanent status classified employee.

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

How To Apply

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.

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.

• 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.

Please make every effort to attach a copy of your transcript to your application (PDF format preferred). 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:***email_hidden***

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity to make a difference through 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.

Insurance Coverage

More information can be found at https://info.groupbenefits.org/

Parental Leave – Up to six weeks paid parental leave

More information can be found at https://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx

Holidays 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 Governor

State 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 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

Describe your timekeeping experience, particularly in LaGov/CATS? If this does not apply to you, enter N/A.

Describe your experience purchasing office supplies, paying invoices with P-card, preparing purchase orders, and goods receipts from purchase orders. If this does not apply to you, enter N/A.

Describe your experience with handling general human resources tasks (e.g. hiring and separation actions, FMLA paperwork, position descriptions). If this does not apply to you, enter N/A.

Describe your level of familiarity with the PPM49 Louisiana Travel Guide and use of a travel card/CBA account. If this does not apply to you, enter N/A.

Describe your level of familiarity with state property management and annual LPAA Property Certifications. If this does not apply to you, enter N/A.

Describe your level of familiarity with the state safety procedures, incident reporting, and the annual safety audit. If this does not apply to you, enter N/A.

Describe your experience working in LaGov (e.g., timekeeping, property inventory, purchase orders, goods receipts, travel). If this does not apply to you, enter N/A.

Describe your experience with records management (archives). If this does not apply to you, enter N/A.

ADi: Accepting Direction - How well do you accept guidance, follow instructions, and adjust when given feedback?

• I resist direction, ignore feedback, and need reminders to complete tasks.
• I follow direction with reminders and often need clarification or support.
• I follow direction reliably, adjust to feedback, and complete tasks on time.
• I adapt quickly, follow through, and help others adjust as needed.

ADi: Accepting Direction - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

CE: Communicating Effectively - How well do you share information and ideas in ways that others can understand, relate to, and act on?

• I communicate unclearly, use poor tone, and ignore the audience.
• I share main ideas clearly and adapt to the audience when reminded.
• I communicate clearly, listen actively, and explain complex ideas well.
• I craft messages that connect, inspire, and drive action across audiences.

CE: Communicating Effectively - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

DA: Demonstrating Accountability - How well do you take responsibility for your actions, results, and performance?

• I avoid responsibility, deliver poor work, and resist feedback.
• I take ownership when prompted and meet basic expectations.
• I own results, meet standards, and respond to feedback professionally.
• I drive high performance, prevent issues, and model accountability.

DA: Demonstrating Accountability - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

MAJ: Making Accurate Judgments - How do you make decisions when faced with choices, risks, or limited information?

• I make reactive or delayed decisions and sometimes overlook risks, priorities, or potential bias.
• I try to weigh options but struggle when there’s uncertainty, competing priorities, or unclear outcomes.
• I make timely, well-reasoned decisions by using available information, context, and trade-offs.
• I make sound decisions in complex situations, lead others through ambiguity, and adapt as new information emerges.

MAJ: Making Accurate Judgments - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

• Required Question