Status: Full-time

Department: Medicaid Services Contract – Directors Office

Posted: Wednesday, March 25, 2020

Salary: Commensurate with qualifications and experience.

Job ID: 9514, 9516, 9522, 9523, 9525

Position Summary

5 positions located in Baton Rouge

Responsibilities

• Work Research and analyze subject matters; gather, organize, and compile information; draft correspondence for Medicaid Deputy Directors.
• Provides regular updates regarding administrative project status.
• Assist with development and implementation of administrative processes and procedures.
• Review and edit correspondence for accuracy and completeness.
• Identifies and evaluates state policies in broad and specific categories utilizing state law, federal law, legislative acts, executive orders, budgets, policy statements, and special reports.
• Drafts presentations, talking points, executive briefings and situational reports on current initiatives or new policy, program, or system implementation.
• Relieves the Deputy Director of a variety of complex and confidential administrative matters in assigned areas.
• Prepares Deputy for any legislative hearings or other key meetings including putting together binders of informational materials needed for Deputy to be prepared, informed and successful.
• Composes and transmits directives or assignments to staff on behalf of the Deputy Director.
• Composes and types correspondence involving routine and non-routine matters. Disseminates requested information to staff or the public.
• Receive monthly/annual/ad hoc reports from Medicaid section chiefs; examine, compile, summarize, and prepare for submission to the Deputies.
• Answer and screen calls/correspondence related to sensitive and confidential matters and determine appropriate action to be taken.
• Perform and supervise administrative support activities such as maintaining files and central records, printing and duplicating services, and coordinating with administrative assistant for ordering supplies and equipment, and preparation of travel and personnel forms while adhering to protocol.
• Monitor Deputy Director calendars and adjust as necessary to address conflicts, scheduling at Deputy’s request in coordination with assigned business owner; print calendars and prepare Deputies for the day.
• Conduct and/or supervise special projects, such as tracking staff assignments and follow up by the due date to compile responses for the Deputy Director, etc.
• Understand Outlook calendar and LDH internal departmental and external state government organization structure and personnel.
• Coordinate annual training for Deputies by reminding them of deadlines via Outlook calendar.
• Prepares confidential Human Resource documents as requested by the deputies.
• Enter help desk tickets for Deputy Directors and serve as IT liaison as needed.
• Assist with on boarding and off boarding of newly hired staff. Coordinates with administrative assistant for scheduling and preparation of interviews for posted positions.
• Schedule appointments and meetings, including both internal and large-scale cross-divisional meetings:
  • Inform all attending parties of the date, time, location, and objective of all meetings.
  • Ensure dates and times of meetings do not conflict with other appointments and that calendar in Outlook is updated at all times.
  • Collect, prepare, and assemble appropriate materials for attendees prior to meetings.
  • Ensure appropriate equipment is available for the scheduled meeting and is set-up and working prior to the meeting start time (projector, laptop, phone, etc.).
• Take meeting notes as requested; document action items and follow-up for completion; share action item status updates with appropriate staff.
• Establish and maintains cordial, effective working relationships with contractors, stakeholders, internal departmental staff, and external agency staff.
• Collaborate on team projects, providing back‐up support for co‐workers when appropriate and actively supporting group goals.
• Other duties as assigned from Deputies.

Required Qualifications

• Bachelor’s degree, or Associate’s degree plus 3 years of professional experience, or 6 years of professional work experience.
• Professional experience in federal/state programs, healthcare, or fast paced office environment.
• Professional experience reviewing and editing written content for product accuracy, and general proofing/grammar.
• Proficient working knowledge of Microsoft Office and office equipment.
• Excellent analytical skills, effective organizational and time management skills.
• Great attention to detail and follow up.
• Ability to manage projects, assignments, and competing priorities.

Desired Qualifications

• Advanced degree.
• Minimum 2 years of professional experience federal/state programs, healthcare, or fast paced office environment.
• Minimum 2 years of professional experience reviewing and editing written content for product accuracy, and general proofing/grammar.
• Minimum 1 year of professional experience with Medicaid program support.
• Experience with other Microsoft Office applications, including OneNote, SharePoint, Visio.

Closing Date

Position will remain open until filled.