Office Manager

Job Title

Intervene in and reclaim the lives of 16-to-18-year-old at-risk youth, producing program graduates with the values, life skills, education, and self-discipline necessary to succeed as productive Louisiana citizens.

YCP is a voluntary program that targets youth who are at risk of not completing high school. We provide an environment for youth so they may focus on completing academic goals while enhancing personal strengths and resiliency. Our program provides a structured environment and teaches discipline, self-control and motivation. We develop the whole person by focusing on 8 core components that support each cadet's personal development: academic excellence, life coping skills, job skills training, responsible citizenship, leader/followership, health & hygiene, physical fitness and service to community.

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. Attend and take minutes at weekly staff meeting. Maintain designated level of office supplies. Ensure copiers have supplies and are running properly. Maintain and update telephone directory to staff offices. Maintain and update employees' personnel files to include: contact information, emergency data, personnel actions, and Personnel Evaluation Reviews (PERS).

Maintain and update employee information in program's database. Review and Maintain Cadet Core Component Files. Timekeeper duties to include: collecting all time and attendance documentation to submit to Human Resources for all departments. Prepare and submit time and attendance changes and adjustments to Human Resources when needed. Prepare and issue all mail outs for cadets' parents/guardians regarding director's informational letters, Family Days, Passes, and Graduation.

Break down cadet roster for current class according to State Senators, Representatives, Congressmen, and US Senators districts to be used in creating letters notifying them of who will be graduating from the Youth Challenge Program in their district. Notify School Boards which cadets are from their parishes and notify them again of each cadet's dismissal or graduation to include whether or not a GED was received.

Graduation preparation to include: creating and mailing out invitations to VIPs, prepare and print graduation programs, and cadet certificates. Prepare Form 1's for personnel actions. Attend training classes (safety, driver, etc.) as required for State employment. Adhere to State Military Department Policies and Procedures. Perform any other duties as assigned.

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 Requirements:

• Must have a valid Driver's License, Social Security Card and Birth Certificate.
• Must be available to report to duty during emergency or disaster situations for extended hours over an extended period of time. Other periodic travel may be required.
• Must meet physical requirements to perform functions of the position.
• Must attend/complete all Louisiana Military Department (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:
• All LMD positions require in-office…