Job Information
Louisiana Department of State Civil Service ADMINISTRATIVE ASSISTANT 6 (EXECUTIVE OFFICE) in New Orleans, Louisiana
ADMINISTRATIVE ASSISTANT 6 (EXECUTIVE OFFICE)
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ADMINISTRATIVE ASSISTANT 6 (EXECUTIVE OFFICE)
Salary
$3,186.00 - $6,252.00 Monthly
Location
New Orleans, LA
Job Type
Classified
Job Number
PNO-874-010325-AM
Department
Port of New Orleans Port Commission
Opening Date
01/03/2025
Closing Date
1/20/2025 11:59 PM Central
Description
Benefits
Questions
Supplemental Information
PNO-874-010325-AM
OUR MISSION
To drive regional economic prosperity by maximizing the flow of international trade and commerce as a modern gateway.
OUR CULTURE
We believe that diverse perspectives and collaborative efforts are the cornerstones of innovation and success. We cultivate a culture where everyone feels valued, respected, and empowered to share their unique talents and insights. We embrace inclusivity, foster open communication, and encourage teamwork to achieve shared goals. Together, we strive to create a thriving and supportive environment where everyone can reach their full potential.
SUMMARY
Reporting directly to the President & Chief Executive Officer, you are responsible for coordinating all communication efforts for the executive office. This role requires exceptional professionalism, confidentiality, and political acumen, as well as the ability to anticipate needs, think critically, and offer effective solutions to complex problems.
Strong administrative, written, and verbal communication skills, along with exceptional organizational abilities, are essential for supporting the President/CEO's effective leadership.
The statements below provide a general overview of the duties and responsibilities generally associated with the Administrative Assistant position. However, this list is not exhaustive, and additional tasks may be assigned as needed.
Port NOLA offers competitive benefits that prioritize safety, health and wellness for our employees. Employees have access to the following benefits:
Medical / Dental / Vision Insurance
Health Savings Account (HSA)
Medical and/or Dependent Care Flexible Spending Account (FSA)
Life Insurance options
Long Term Disability Plan
State of Louisiana LASERS state pension program
Deferred Compensation Plan (457 plan) with employer match
Paid Louisiana State Holidays; and paid Annual and Sick Leave
Wellness Center located in the Port Administration Building
Ship Shape Wellness Program
AN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:
Selected Core Competencies:
-Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
-Managing Projects: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.
-Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
Selected Preferred Competencies:
-Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.
-Adapting to Change: The ability to adjust plans, expectations, and behaviors in response to change.
-Demonstrating Self-Awareness: The ability to manage your personality, behavior, skills, and emotions.
-Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.
-Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity.
-Solving Problems: The ability to discover solutions to problems.
-Thinking Strategically: The ability to generate insights and identify opportunities for future growth of the organization.
No Civil Service test scoreis 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:
April McKnight
Port of New Orleans / Human Resources
P.O. Box 60046
New Orleans, LA 70160
504-528-3277
Minimum Qualifications
MINIMUM QUALIFICATIONS:
Five years of experience or training in clerical work.
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.
Job Concepts
Function of Work:
To serve as the confidential executive assistant to the unclassified Secretary, Deputy Secretary, Undersecretary, Assistant Secretary or equivalent high-level classified/unclassified executive of a state department.
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 classified/unclassified executive.
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 5 by the presence of serving as the confidential executive assistant to the unclassified Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive of a state department.
Examples of Work
WHAT YOU WILL DO
50% Executive Support
Screen incoming telephone calls, accurately take and deliver messages.
Respond to inquiries by gathering and providing information, and referring non-routine calls to the appropriate staff.
Demonstrate excellent communication and time management skills.
Calendar Management. Schedule and coordinate meetings, appointments, and travel arrangements, often with short notice and frequent changes.
Travel Arrangements. Book flights, hotels, and ground transportation for business travel.
Meeting Preparation. Prepare meeting materials, agendas, and presentations.
Expense Reports. Track and process expenses for the President/CEO and other executive staff members.
30% Project Coordination
Assisting with special projects as assigned by our President/CEO.
Conducting research and preparing reports.
Coordinating with other departments and stakeholders as needed.
10% Confidentiality
Maintaining the strictest confidentiality regarding all company and executive-related matters.
Handling sensitive information with discretion and professionalism.
5% Proactive Support
Anticipating the President / CEO's needs and proactively addressing potential issues.
Providing high-level administrative support that allows the President / CEO to focus on strategic priorities.
Responds to inquiries from the public regarding port operations.
Drafts and sends correspondence in response to inquiries, general complaints, and suggestions related to the port's regulatory programs and activities.
Collaborates with relevant staff members to gather necessary information and facts for accurate responses.
5% Additional Duties
- Additional duties as requested by the President / CEO.
WHAT YOU WILL BRING TO THE PORT OF NEW ORLEANS
Strong Organizational and Time Management Skills. The ability to prioritize tasks, manage multiple deadlines, and work efficiently.
Independence and Initiative. The capacity to work independently, take ownership of tasks, and proactively anticipate needs.
Attention to Detail. A meticulous approach to work, ensuring accuracy and thoroughness in all tasks.
Teamwork. The capacity to collaborate effectively with others, demonstrating a high degree of tact and professionalism.
Communication Skills. Excellent verbal and written communication skills, with the ability to communicate effectively and professionally with various stakeholders.
Technological Proficiency. A high degree of proficiency in MS Office products, including Word, Excel, PowerPoint, and Outlook.
Discretion and Confidentiality. The ability to handle sensitive information with the utmost discretion and maintain confidentiality.
Business Acumen. The ability to foster mutual trust and build strong relationships with staff and stakeholders.
Personal Judgment. Excellent judgment and decision-making skills.
THE PERKS FOR YOU!
This unique opportunity offers you the path to learn, grow, and build a successful career in the maritime and transportation industry.
High-level exposure: Being privy to important company discussions, strategic plans, and executive-level meetings, giving you a broad perspective on the business.
Networking: Build strong relationships with senior executives, board members, and other key stakeholders forging invaluable connections.
Learning Opportunities: Direct exposure to our President / CEO's leadership style and decision-making process, allowing for significant professional development.
SALARY
- The salary range for this position is $38,230 – $75,026. Salary is commensurate with your qualifications and experience.
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 leave
More information can be found athttps://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 (https://lasersonline.org/wp-content/uploads/2016/07/Your_Retirement_System.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
01
Rate your ability to communicate effectively based on our definition: The ability to relay information
I have no experience and/or am uncomfortable communicating effectively
I have limited experience or require assistance to communicate effectively
I can communicate effectively
I can communicate effectively and help others improve their communication
02
Explain your rating by providing specific and relevant examples in the box below.
03
Rate your ability to display professionalism based on our definition: The ability to recognize how your actions impact the perceptions of both you and your organization.
I have no experience and/or am uncomfortable displaying professionalism
I have limited experience or require assistance to display professionalism
I can display professionalism
I can display professionalism and help others improve their ability to display professionalism
04
Explain your rating by providing specific and relevant examples in the box below.
05
Rate your ability to manage projects based on our definition: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.
I have no experience and/or am uncomfortable managing projects
I have limited experience or require assistance to manage projects
I can manage projects
I can manage projects and help others improve their ability to manage projects
06
Explain your rating by providing specific and relevant examples in the box below.
07
Rate your ability to solve problems based on our definition: The ability to discover solutions to problems.
I have no experience and/or am uncomfortable solving problems
I have limited experience or require assistance to solve problems
I can solve problems
I can solve problems and help others improve their ability to solve problems
08
Explain your rating by providing specific and relevant examples in the box below.
09
Rate your ability to think critically based on our definition: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
I have no experience and/or am uncomfortable thinking critically
I have limited experience or require assistance to think critically
I can think critically
I can think critically and help others improve their ability to think critically
10
Explain your rating by providing specific and relevant examples in the box below.
11
Have you included ALL of your work experience on your application? If not, please return to the "Work Experience" section to complete your application.
Yes
No
12
Are you currently an employee of the Port of New Orleans?
Yes
No
Required Question
Agency
State of Louisiana
Address
For agency contact information, please refer to
the supplemental information above.
Louisiana State Civil Service, Louisiana, 70802
Phone
(866) 783-5462
Website
http://agency.governmentjobs.com/louisiana/default.cfm
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