ADMINISTRATIVE ASSISTANT 5
State of Louisiana
About this Job
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Office of Juvenile JusticeSwanson Center for Youth-Columbia132 LA-850, Columbia, Louisiana 71418The Office of Juvenile Justice (OJJ) serves youth who have been adjudicated delinquent or Families in Need of Services (FINS). We are responsible for youth assigned to our care by the court system, either for supervision or custody in residential placement or secure care. OJJ also provides services to youth under local court
The Administrative Assistant 5 provides advanced administrative support to the Office of Juvenile Justice. This role requires independent judgment, strong organizational skills, and the ability to coordinate complex office operations. The incumbent serves as a senior-level assistant, often functioning as the primary administrative support for division leadership.
AN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:- Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.
- Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
- Demonstrating Accountability: The ability to relay information correctly and appropriately to connect people and ideas.
Minimum Qualifications
- QUALIFICATION REQUIREMENTS:
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
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The official job specifications for this role, as defined by the State Civil Service, can be found here.
Job Duties and Other Information
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Job Duties:
General Administrative (50%)
- Handle sensitive and confidential correspondence and calls, determining appropriate actions.
- Provide administrative support, including file management, printing, duplicating, and recordkeeping.
- Prepare meeting materials, attend meetings, and transcribe minutes.
- Compile records and reports for the ACA Coordinator.
- Coordinate escorted leave, furloughs, and court appearances with main control.
- Serve as liaison between SCY-C employees and Human Resources.
- Assist with new hire packets and applicant screening.
Procurement & Inventory Management (25%)
- Create requisitions and manage procurement processes from request to delivery.
- Monitor deliveries, resolve non-delivery issues, and ensure quality of materials.
- Reconcile LaCarte and petty cash transactions per policy.
- Communicate with vendors, contractors, and agency staff regarding orders and changes.
- Manage the sale and logging of staff meal tickets.
Timekeeping & Payroll (20%)
- Collect and process timesheets in the LA Gov HCM system.
- Create prior period adjustments and audit payroll records.
- Train and guide timekeepers and employees on timesheet systems (CATS, eCertification, LEO, manual entry).
- Generate payroll reports as needed.
Other Duties (5%)
- Perform additional tasks as assigned by supervisors or administration.
- Attend all agency-mandated training.
- Assist with special projects.
Position-Specific Details:
Work Location: This vacancy is located at the Swanson Center for Youth in Columbia, Louisiana.
Appointment Type: Probational, Full-time
Career Progression: This position does not participate in a Career Progression Group.
The Office of Juvenile Justice will receive a list of eligible applicants ONLY from the people who respond to this posting.
The incumbent of this position must not have been convicted or pled nolo contendere to a crime listed in R.S. 15:587.1 (c)How To Apply:
No Civil Service test score or assessment is required 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.
*Information to support your eligibility for the position 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. Applications may be rejected if incomplete.
For further information about this vacancy, contact:
Garilyn London
OJJ/ Human Resources
Garilyn.London@la.gov
In the supplemental questions section, applicants must authorize the HR Office of DPS/DYS-Office of Juvenile Justice to contact prior employers to check references under the Prison Rape Elimination Act (PREA) to be considered for employment.
The Office of Juvenile Justice is a State as a Model Employer (SAME) agency that supports improved employment opportunities for individuals with disabilities. For more information on employment-related resources available for those with disabilities, refer to the Louisiana Employment Resource Guide.
If you are contacted for an interview, please let us know at that time if you will need special accommodations.
NOTE: Prior to an appointment, the selected applicant must take and pass a drug screening test, possess a valid Louisiana Driver's License, and clear a background check.
This agency participates in the E-Verify system for verification of citizenship and employment authorization.