Posting number: Villa/TM/20260724
Department: LDH-Office of Aging & Adult Services
Job classification: ADMINISTRATIVE ASSISTANT 5
Posting type: Open & Promotional
Categories: Administrative Assistant
Communicating Effectively The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.
Managing Projects: The ability to plan, implement, and close out project initiatives by coordinating people, resources, and timelines to achieve defined outcomes.
The official job specifications for this role, as defined by the State Civil Service, can be found here
Job Duties:
Serves as Confidential Assistant to the LTC Hospital Administrator and LTC Hospital Associate Administrator. Manages daily administrative operations of both offices ensuring the efficient and effective operation through the establishment of office policy, procedures, and protocol.
This position requires the incumbent to perform duties in an independent and highly confidential manner and ensures that the Administrator and Associate Administrator is kept apprized and current on all pertinent issues. The incumbent of this position must have knowledge of all programs and departments of the facility as well as organizational goals and objectives to effectively perform assigned duties.
Assist the Administrator and Associate Administrator by dealing with Executive staff, legislators, state office staff and local heads of neighboring institutions including DCI, ELMHS, LA War Veterans’ Home as well as public and private officials regarding requests for information on facility programs and general information. Responds to and follows up on “problem calls” from family members, patients, and general public.
Schedule appointments and meetings for the Administrator and Associate Administrator and prepare follow up documents as required for appointments. Arrange conferences with appropriate staff to address issues and resolve problems. Take dictation for the Administrator and Associate Administrator on confidential and technical items. Take minutes for Executive Managers meetings, Monthly Staff meetings, and provide assistance to various other committees in minute and report preparation.
Receive and review all mail for the Administrator and Associate Administrator. Forward and delegate items and issues to other staff as appropriate. Track all pertinent issues and deadlines for the Administrator and Associate Administrator. Responsible for maintaining postage system for outgoing mail for residents and other departments. Compose and type correspondence, confidential letters, and reports for review and/or signature.
Maintain the Executive Office files. Responsible for maintaining Records Retention policy at Villa and ensuring compliance with current policy in effect. Review and analyze daily, weekly, and monthly reports and committee minutes from departments throughout the facility for the Administrator, notifying him of any situations that require his attention or follow-up. Entering ePARS into the ePAR system as needed. Maintain LDH Policy and Procedures Manuals.
Position - Specific Details:
Appointment Type: Probational, Promotional, or Detail to Special Duty
How To Apply:
No Civil Service test score 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 applications 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 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.
Contact Information:
For further information about this vacancy, contact:
OAAS/Villa Feliciana Medical Complex
Lacey Bradham, Marsha Perry, or Tamekia Miles
5002 LA HWY 10
Jackson, LA 70748
(225) 634-4015
Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities
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