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Office Manager 1
Salary
Depends On Qualifications
Location
Carville, LA
Job Type
Promotion
Job Number
DMA-163-2023
Department
Gov-Department of Military Affairs
Opening Date
08/04/2023
Closing Date
8/15/2023 11:59 PM Central
Supplemental Information
ANNOUNCEMENT NO. 163-2023
OPENING DATE: August 1, 2023
CLOSING DATE: August 15, 2023
JOB TYPE: Unclassified
LOCATION:Youth Challenge Program-Gillis W. Long Center, Carville, LA
SALARY: MA-613 / $35,734 - $70,117 annually
Benefits
Retirement: Louisiana State Retirement System (LASERS), Deferred Compensation
Insurance: Medical, Life, Dental & Vision
Paid Holidays: 10 days per year, additional holidays may be proclaimed.
Paid Leave: Annual and Sick, rate increases with tenure
The Louisiana Military Department is an Equal Opportunity Employer and State as a Model Employer (SAME) to promote diversity and inclusion in the workplace.
In accordance with R.S. 42:1701, if you are nominated for this position, you will be required to undergo a
criminal background check prior to commencement of employment with the Louisiana Military Department.
Position Description
Monitoring multi-line phone 0730-1600, including coordination for phone to be monitored when out of the office, directing callers and taking complete messages for and supporting all staff. Assist the Director and Deputy Director as needed. Compile reports from the Program, State and Federal levels when requested. Prepare and submit all required Personnel Actions in accordance with the PPM; including all supporting documents and memorandums needed. Coordinator with Operations Manager for Cadre department personnel actions and assisting when needed. Manage vacancy postings to the Betterteam website. Ensure new employees are in-processed and out-processed according to proper procedure. Maintain and update employee information in programs database, trackers, and communicate to other departments as needed. Manage and update the Youth Challenge Staff Organizational Chart and NBG Staffing Pivot Table for Director weekly. Maintain and update all employees’ personnel files to include contact information, emergency data, personnel actions, and Personnel Evaluation Reviews (PERS). Maintain and update telephone extension roster and email directories to YCP-GL. Request update from JCP, YCP-CB, and YCP-CM semi-annually.
Timekeeper duties to include monitoring CATS entries from weekly HR report. Communicate with all departments excluding Cadre for needed editing and adjustments. Do paper submissions when needed. Maintain required Time and Attendance documents for audits. Assist Operations Manager with Cadre timekeeping as needed. Maintain current electronical files and an in-office hardcopy of all departments SOPs, Policy letters and NGB Manual (CA- Cooperative Agreement). Compile NGB Data Reporting semi-annually. Build and maintain a Master Roster with Excel to track cadets from the database and distribute to all departments at start of new cycle. Maintain and update cadet information in programs database, trackers, and communicate to other departments as needed. Assist Counseling department and Post Residential with in-processing of new cadets as needed. Prepare an Excel spreadsheet for cadet W-9 reporting and provide to the Post Residential Supervisor. Prepare and issue all mail outs for cadets’ parents/guardians regarding Director’s informational letters, Family Days and Passes. Communicate with cadet parents/guardians through the programs texting app. Graduation preparation to include creating, ordering, and mailing out invitations to VIPs, ordering graduation programs, printing cadet graduation certificates. Order flowers for graduation stage and coordinator drop off and retrieval. Coordinator the needed supplies to set up and tear down the graduation VIP room. Maintain designated level of office supplies. Ensure Copiers and Postage Machine has funds and supplies. Perform monthly Building Inspection of Building 20 upstairs and provide report to YCP-GL Safety Coordinator. Keep office, copy room, conference room, hallway, and bathrooms clear and in order. Attend training classes (safety, driver, etc.) as required for State employment. Adhere to State Military Department Policies and Procedures. Perform other duties as assigned.
Qualifications
POSITION QUALIFICATIONS:
Working knowledge of Microsoft Word, Excel, PowerPoint, Access, and Outlook.
Must type 50 words per minute.
Must have superior phone etiquette.
Ability to work and communicate effectively with peers, superiors, and subordinates.
Must be available to report to duty during emergency or disaster situations.
GENERAL: Must have a valid Driver’s License, Social Security Card and Birth Certificate. Must qualify to obtain a Department of Defense Common Access Card (CAC) Card. Periodic travel may be required. Must be available to report to duty during emergency or disaster situations. Must have the ability to work and communicate effectively with agency personnel, peers, superiors, subordinates and the public.
OTHER REQUIREMENTS: Must meet physical requirements to perform functions of the position. Must attend/complete all LMD annual training and other training required for the position. Must adhere to the Code of Ethics and foster a Sexual Harassment-Free Environment.
CONDITIONS OF EMPLOYMENT: By submitting an application for employment with the Military Department, the applicant agrees to the following conditions of employment:
- Salary is paid by Electronic Funds Transfer (EFT) / Direct Deposit Only. A checking or savings account is required for employment.
- The LA Military Department is a substance abuse and drug free workplace. To become an employee of the Louisiana Military Department/Louisiana State Guard, the selected applicant must pass a pre-employment background investigation and pre-employment drug test. Thereafter, all employees are subject to random drug testing.
APPLICATION PROCEDURES: All Applicants must complete a LANG-LMD-H Form 10 (State Application) and attach a legible copy of their Official Birth Certificate, Driver’s License and Social Security Card. Resumes are optional and will not be accepted unless they are submitted with the LANG-LMD-H Form 10 (State Application).
To receive a LANG-LMD-H Form 10 (State Application) please contact:
Mrs. Christine Zeller
LMD-HR (Gillis W. Long Center), 5445 Point Clair Road, Carville, La.
E-mail:
[email protected]
Office: (225) 319-4909
Benefits for unclassified employees are determined by the individual hiring authority.
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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