Job Information
Louisiana Department of State Civil Service ADMINISTRATIVE PROGRAM SPECIALIST A in Baton Rouge, Louisiana
ADMINISTRATIVE PROGRAM SPECIALIST A
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ADMINISTRATIVE PROGRAM SPECIALIST A
Salary
$2,978.00 - $5,843.00 Monthly
Location
Baton Rouge, LA
Job Type
Classified
Job Number
CPRA- 200612
Department
GOV-Coastal Protection and Restoration Authority
Opening Date
09/30/2024
Closing Date
10/14/2024 11:59 PM Central
Description
Benefits
Questions
Supplemental Information
Position: Administrative Program Specialist A
Agency: Coastal Protection and Restoration Authority (CPRA (https://coastal.la.gov/) )
Division: Engineering/Baton Rouge
Office Location: 150 Terrace Avenue, Baton Rouge, LA 70802
Responsibilities:
Serves as the confidential personal assistant to the Engineering Division Chief
Corresponds on behalf of the Engineering Division Chief via phone, email, and in-person visitors
Maintains Outlook Calendar on behalf of the Engineering Division Chief
Drafts and prepares letters, and memos accurately and in compliance with appropriate guidance/directives
Maintains the Division’s files
Conducts reviews and makes determinations regarding archiving records
Orders administrative supplies as needed
Prepares materials and participates in meetings and conferences with the Engineering Division Chief and other staff
Conducts reviews of administrative operations and procedures and recommends revisions as needed
Reviews Travel Authorization and Travel Expense forms from staff to ensure completeness, verify charge codes, and submits reimbursement requests
Responsible for handling administrative duties for CPRA’s Indefinite Delivery/Indefinite Quantity Professional Services contracts
Preparing solicitation packages for advertisement for contracts with Engineering, Geotechnical, and Surveying firms
Assists in managing and monitoring these contracts once established
Attends bi-weekly Task Order Review Committee meetings and presents proposed Professional Services task requests
Prepares all Notice to Proceeds for professional service contracts, and monitors contract capacities
Serves as the timekeeper by reviewing and ensuring accuracy of payroll entries for all employees in the Engineering Division
Coordinates with HR and the appropriate manager/supervisor to prepare and ensure all HR paperwork is accurate
Collects and compiles budget data for special reports as directed by Chief or higher-level official
Collaborates with the department accounting/budget staff to resolve discrepancies
May assist in preparing or coordinating the preparation of fiscal notes, financial reports, or other financial documents
Required Skills:
High-level of proficiency with Microsoft Office Suite: Outlook (particularly for scheduling), Word, Excel, and PowerPoint
Strong communication skills (written and verbal)
Detail-oriented
Organized
Self-motivated
Ability to grasp and learn new concepts quickly
Ability to prioritize work
Ability to multi-task
Preferred Skills:
Project management administration
Invoice review
LaGov reporting and/or LaGov Timekeeping
An ideal candidate will possess the following core competencies:
Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.
Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
Preferred Competencies:
Accepting Direction: The ability to accept and follow directions from those higher in the chain of command .
The maximum salary for Administrative Program Specialist A is $70,117 annually.
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.
Official transcripts will be required upon hire.
Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.
Louisiana is a State as Model Employer for individuals with disabilities.
If you have any questions, you may contact:
Rachel Dunbar, Human Resources Supervisor
P.O. Box 44027
Baton Rouge, LA 70804
CPRA.HumanResources@la.gov
Minimum Qualifications
MINIMUM QUALIFICATIONS:
A baccalaureate degree.
SUBSTITUTIONS:
Six years of full-time work experience in any field may be substituted for the required baccalaureate degree.
Candidates without a baccalaureate degree may combine work experience and college credit to substitute for the baccalaureate degree as follows:
A maximum of 120 semester hours may be combined with experience to substitute for the baccalaureate degree.
30 to 59 semester hours credit will substitute for one year of experience towards the baccalaureate degree.
60 to 89 semester hours credit will substitute for two years of experience towards the baccalaureate degree.
90 to 119 semester hours credit will substitute for three years of experience towards the baccalaureate degree.
120 or more semester hours credit will substitute for four years of experience towards the baccalaureate degree.
College credit earned without obtaining a baccalaureate degree may be substituted for a maximum of four years full-time work experience towards the baccalaureate degree. Candidates with 120 or more semester hours of credit, but without a degree, must also have at least two years of full-time work experience to substitute for the baccalaureate degree.
NOTE: Any college hours or degree must be from an accredited college or university.
Job Concepts
Function of Work:
To perform responsible, administrative functions in support of an organizational unit.
OR
To manage a specialized departmental or statewide program.
Level of Work:
Entry.
Supervision Received:
General from higher-level supervisory personnel.
Supervision Exercised:
May supervise 1-2 lower level personnel.
Location of Work:
May be used by all state agencies.
Job Distinctions:
Note: Agency impact, hierarchy, and reporting relationship patterns will be considered when making allocations to this level.
Differs from Administrative Coordinator 4 by the presence of professional duties that involve a variety of administrative functions or responsibility for a specialized departmental or statewide program.
Differs from Administrative Specialist--B by the absence of a moderate degree of complexity, impact, or independence in assigned duties and program areas.
Examples of Work
Assists higher level staff in planning, developing, managing, and implementing purchase orders, services, contracts, and/or construction contracts for moderately complex programs and projects.
Assists higher level staff in developing contract and/or bid proposals and required paperwork for review prior to departmental approval process, and assists in the management and monitoring of such contracts.
Assists in securing professional services for projects or programs, including support services (e.g., warehouse space, office space, helicopter services, etc.) Prepares necessary scope of services, budgets for work products, defines deliverables, defines proper contractor expertise, and required forms for processing through departmental approval process.
Assists higher level staff in preparing paperwork for routine division purchases; reviewing invoices for payment; logging items into the ISIS computer system; receiving purchases, supervising storage in the division's central supply area, and disbursing supplies as needed; assisting with the division's annual inventory and locating missing equipment; and assisting in the purchase and maintenance operations of the division's vehicular and boat fleet.
Assists in development of cost share agreements in cooperation with federal agencies for funding of projects, programs, and studies and assists in coordinating changes to cost share agreements.
Assists in the preparation of comprehensive requested and required reports on contractual, grant, purchasing, vehicle and boat fleet, fiscal matters, and others as required.
May require some in-state travel.
Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.
As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:
Insurance Coverage More information can be found at https://info.groupbenefits.org/
Parental Leave– Up to six weeks paid parental leave
More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx
Holidays and Leave – State employees receive the following paid holidays each year:
New Year's Day
Martin Luther King, Jr. Day,
Mardi Gras,
Good Friday,
Memorial Day,
Independence Day,
Labor Day,
Veteran's Day,
Thanksgiving Day and Christmas Day.
* Additional holidays may be proclaimed by the Governor
State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.
Retirement – State of Louisiana employees are eligible to participate in various retirement systems (based on the type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to):
Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/Your_Retirement_System.mp4) to give you more detailed information about their system
Teacher's Retirement System of Louisiana (www.trsl.org),
Louisiana School Employees Retirement System (www.lsers.net), among others
01
CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.
1= I have no experience and/or am uncomfortable communicating effectively
2= I have limited experience or require assistance to communicate effectively
3= I can communicate effectively
4= I can communicate effectively and help others improve their communication
02
CE: Explain your rating by providing specific and relevant examples in the box below.
03
MAJ: Rate your ability to make accurate judgments based on our definition: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.
1= I have no experience and/or am uncomfortable making accurate judgments
2= I have limited experience or require assistance to make accurate judgments
3= I can make accurate judgments
4= I can make accurate judgments and help others improve their ability to make accurate judgments
04
MAJ: Explain your rating by providing specific and relevant examples in the box below.
05
TCr: Rate your ability to think critically based on our definition: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
1= I have no experience and/or am uncomfortable thinking critically
2= I have limited experience or require assistance to think critically
3= I can think critically
4= I can think critically and help others improve their ability to think critically
06
TCr: Explain your rating by providing specific and relevant examples in the box below.
Required Question
Agency
State of Louisiana
Address
For agency contact information, please refer to
the supplemental information above.
Louisiana State Civil Service, Louisiana, 70802
Phone
(866) 783-5462
Website
http://agency.governmentjobs.com/louisiana/default.cfm
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