Administrative Assistant

Position: Administrative Assistant 3
Salary : $40,809.60 Annually
Location : Baton Rouge, LA
Job Type: Full Time Exempt
Job Number: AA3HR2026
Department: Human Resources
Opening Date: 03/06/2026
Closing Date: 3/20/2026 4:59 PM Central
FLSA: Exempt

General Summary

The Administrative Assistant III is responsible for custody of all Human Resources and Employment files, and correspondence related to the daily operation of the Human Resources Department. Provides administrative and clerical support to the Director and human Resources. Performs a variety of tasks to include answering phone inquiries, handling sensitive employee and company information, assisting applicants and employees by providing application information, helping with form completion, preparing timesheets for payroll and verifying accuracy, prepare purchase orders, order supplies and track expenditures;

submit invoices for payment; maintaining records for leave balances, processing personnel transactions, print requests and maintain inventory;
Prepare correspondences, agendas, minutes and presentations. Other duties as assigned. Incumbent in this position has high interaction with the employees and the public performing moderate to complex work.
Requirements and Job Specifications

Education Requirement:
High School diploma or equivalent and Vo-Tech school diploma or Associate degree

Area of Study (Major) Required:
Business or Related

Certification(s) Required: N/A

License(s) Required: Valid LA Driver's License.

Years Relevant Work Experience:
Three (3) years work-related experience or training in office practices and computers. Equivalent combination of education and experience will be considered

Knowledge,

Skills and Abilities

:

• Knowledge of modern office practices, procedures, equipment and clerical techniques
• Must be highly computer literate with extensive experience in database management.
• Knowledge of business, English, spelling and arithmetic
• Skill in the use of modern office equipment, to include computer, copier/scanner/fax, telephone and calculator
• Skill in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Good interpersonal/organizational/telephone skills
• Good math skills with excellent attention to detail
• Ability to prepare clear and concise oral and written reports/correspondences/presentations
• Ability to use basic mathematical tabulations and computations and make corrections accurately
• Ability to maintain personnel records and files
• Detail oriented and able to type 40 wpm
• Good customer service skills with the ability to deal with the public with tact and courtesy
• Ability to keep sensitive information and records confidential
• Ability to receive and resolve complaints and questions
• Ability to maintain effective working relationships with employees and the general public
• Ability to meet deadlines
• Ability to quickly learn BREC policies and procedures

Functions and Duties

Essential Functions and Duties:

• Provides administrative and secretarial support to the HR Director
• Answers the telephone, disseminating positive and informative responses to public inquiries and employees, management regarding employment and HR-related matters;
  Refers concerns/complaints to appropriate staff members
• Establishes and maintains employment records, including: hard copy files, computerized records and control documents in accordance with established procedures
• Utilize spreadsheets for cost tracking and data analysis
• Prepares invoices and submits billing for payment
• Prepares business correspondence, memorandums and letters
• Reconcile department credit card charges
• Schedule appointments and departmental meetings
• Maintains daily timesheets and prepares bi-weekly payroll
• Initiates computer inquiries and produces management reports upon request.
• Establishes and maintains master form files and updates, initiating re-designs, and re-prints as necessary.
• Inventory control and re-orders departmental supplies.
• Assists with audits of personnel files, forms and transactions for all appointments and status changes for accuracy and completeness.
• Oversees termination process including transaction, final pay and LDOL 77 in accurate and timely manner, consulting supervisors as necessary.
• Assists in verifying payrolls, accuracy of pay rates, contractual limitations, and FLSA compliance.
• Prepare agenda and presentation for HR Advisory Committee meeting to include coordinates monthly committee meeting reports, minutes and reminders; contact advisory members.
• Manage  System and print badges
• Manage and troubleshoot copy machine
• Complete purchase orders, initiate work order request, and help desk tickets

Secondary Functions and Duties:

• Provides administrative support and may serve as backup for internal functions to include recruiting, benefits, risk management and training.
• May direct the work of part-time staff.
• Other duties as assigned.

This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties as requested by his or…