Administrative Assistant 5

Confidential Assistant To The State Registrar

The mission of the Louisiana Department of Health is to protect and promote health and to ensure access to medical, preventive, and rehabilitative services for all residents of the State of Louisiana.

Be at the center of vital public services and support leaders who make a statewide impact! As the confidential assistant to the State Registrar, you'll provide high-level administrative support to executive leadership while working with clients, government officials, judges, law enforcement, and public and private organizations. This dynamic role offers the opportunity to coordinate key administrative functions, support payroll and purchasing, and help oversee daily customer service operations.

If you're organized, discreet, professional, and ready to make an impact in public service, we encourage you to apply!

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.

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 Duties:

• Provides confidential administrative support to the State Registrar, Deputy Assistant Secretary, and other Center leadership, including managing calendars, correspondence, calls, appointments, and executive communications.
• Serves as a primary point of contact for the State Registrar by screening and prioritizing calls and requests, coordinating appointments, managing Outlook, and responding to inquiries requiring administrative judgment.
• Coordinates meetings, conferences, trainings, and conference calls by arranging logistics, preparing materials, compiling agenda items, documenting information, and tracking action items and follow-up requests.
• Supports administrative and financial operations by coordinating travel arrangements and expenses, processing purchasing and supply requests, maintaining records, and compiling data and reports for leadership.
• Supports the Vital Records Customer Service Unit by assisting with high call volumes and mail orders, providing accurate information regarding vital records laws and disclosure requirements, and helping resolve escalated customer concerns.
• Receives, researches, documents, and monitors customer complaints and inquiries using LEERS; prepares formal complaints and ensures complex or sensitive matters are appropriately escalated to leadership for resolution.
• Maintains confidentiality and ensures proper handling, routing, and retention of sensitive records, executive correspondence, legal documents, subpoenas, and personnel information while supporting records management and overall Center operations.

Position-Specific Details: Location: Office of Public Health / Bureau of Vital Records / Orleans Parish

Appointment Type: This position may be filled as a Probationary appointment or Promotional appointment

Cost Center: View phone number on click.appcast.io

Position Number(s): 72462

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.

* 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 information on how to check your application status and understand status updates, please click HERE (Download PDF reader).

Contact Information:

Shambrielle Pooler

LA Department of Health (LDH)

Division of Human Resources

PO Box 4818

Baton Rouge, LA 70821

LDH supports Louisiana's commitment to being a State as a Model Employer (SAME) by promoting the recruitment, hiring, and retention of individuals with disabilities.

LDH is an equal opportunity employer and seeks to recruit a highly productive and diverse workforce and will provide equal employment opportunities to all employees and prospective employees. Employment decisions shall be based strictly on merit and without regard to religious or political beliefs, sex, race, or any other non-merit factor.