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

DENR-OS-2024-200212-MFR

Department

DENR-Office of the Secretary

Opening Date

09/19/2024

Closing Date

9/29/2024 11:59 PM Central

• Description

• Benefits

• Questions

Supplemental Information

Office of the Secretary – Fiscal Services Division

The Office of the Secretary (OS) is responsible for providing quality fiscal, human resources and administrative services to ensure the achievement of the mission and objectives of The Department of Energy and Natural Resources (DENR).

The Fiscal Services Division of the Office of the Secretary provides complete financial management services for the various offices that make up DENR, constituting four separate budget units. Its functions include annual budget preparation, maintaining accounts reflecting the department's revenues received and costs incurred, and providing financial management reports and advice.

LOCATION AND POSITION:

This position is located in the Fiscal Division – Accounts Payable within the Office of the Secretary and reports directly to the Admin Program Director 2. This position is responsible for performing professional level administrative duties for the Department of Energy and Natural Resources (DENR), Fiscal Services Division, focusing on answering, screening, and dispatching all Department phone calls, mail operations, and assisting the Administrative Program Director 2 when needed. Additional duties include, but are not limited to the following:

• Designs and enforces standard operating procedures for office workflows to enhance efficiency and consistency in administrative support section.

• Answers multiple-line phones and screening calls and dispatches all telephone calls daily, providing accurate messages.

• Receives visitors upon arrival and accompany them to their destination.

• Performs administrative tasks within an office setting to support daily operations.

• Ensures compliance with state and federal regulations, including audits and reviews of record-keeping processes for all Fiscal Services Division documents and records.

• Organizes, files, and develops an effective document storage and filing system

• Assists in procurement of statewide goods and services throughout the department and ensures all transactions are in accordance with state laws and sound management practices.

• Trains and assists agency personnel on routine as well as non-routine procurement responsibilities and activities including the determination of the correct method of procurement and help in solving all routine and non-routine procurement related problems.

• Responsible for receiving, sorting, distributing, and dispatching all incoming/outgoing mail for bulk mail, postal, messenger and inter-departmental mail for the Department.

• Participates in special projects as assigned by the Administrative Program Director 2, including research, analysis, and report generation.

• Performs other duties as assigned.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPENTENCIES:

• Communicating Effectively:The ability to relay information correctly and appropriately to connect people and ideas.

• Thinking Critically: The ability to generate ideas, manipulate ideas, and make unconventional connections to develop original approaches.

• Using Data: The ability to use relevant and valid data to inform a recommendation for action.

**Note regarding the advertised pay range: The maximum amount listed is the maximum salary a person can make over their career andnot the amount we are allowed to pay a new hire.

This vacancy is being announced as a classified position and is open to all qualified applicants. This position requires the selected applicant to serve a minimum probationary period of twelve (12) months. A current, permanent status state employee may be required to accept a probational appointment in lieu of promotion. Additional Vacancies may be filled from this announcement within 90 days of the closing date.

APPLICATION PROCESS:

No Civil Service test scoreis 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 applications 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.

If using college experience to qualify, a copy of your college transcript MUST be submitted by the closing date of this announcement. This may be done by way of an attachment to your online application and/or by fax/mail. Applicants possessing an international degree must submit an equivalency evaluation statement with their application. This may be done by way of an attachment to your online application.

Transcripts can either be mailed or faxed to the Louisiana Department of State Civil Service. Fax: 225-219-1041. Mailing Address: Department of State Civil Service, P.O. Box 94111, Capitol Station, Baton Rouge, LA 70804-9111.

Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application.Applications may be rejected if incomplete.

For further information about this vacancy contact:

DENR Human Resources

Department of Energy and Natural Resources

PO Box 94396

Baton Rouge, LA 70804-9396

Email: _DNR-Recruiting@la.gov

The Department of Energy and Natural Resources is a State As a Model Employer (SAME) agency that supports improved employment opportunities for individuals with disabilities.

For more information on employment-related resources available for those with disabilities, refer to the Louisiana Employment Resources Guide athttp://www.laworks.net/Downloads/LRS/EmploymentResourceGuide_2018.pdf.

The Department of Energy and Natural Resources is a participant in the E-Verify system for identification and employment eligibility purposes

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

ADMINISTRATIVE FUNCTIONS

Performs responsible duties related to the proper operation, coordination, and management of at least two of the following administrative functions:

Laundry, Mail Operations, Printing, Telecommunications, Vehicle Management, Dietary, Facility Maintenance, Risk Management, Inventory Control, Purchasing, Records Management, Rentals and Leases, Safety, Security, Budget, Contracts/Grants, Fiscal Management (payroll, payables, receivables, etc.), Information Technology, and Personnel.

PROGRAM MANAGEMENT

Manages the operations of a departmental or statewide program, including fiscal responsibility for purchasing and budgetary reporting.

Establishes, implements, and revises (as necessary) the program's standards and guidelines.

Coordinates program information by maintaining databases, generating reports, and ensuring information integrity; may require presentation of information in workshops, meetings, etc.

Performs certification and eligibility duties as it relates to the program.

Ensures program compliance to Federal and State regulations.

Administers contracts (such as property leases and service agreements) as they pertain to the program.

May supervise a small program support staff.

May require a special license and/or continuing education in the program field.

May serve as a member of a board or committee relevant to the program's mission.

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

  Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.

• I have no experience and/or am uncomfortable communicating effectively

• I have limited experience or require assistance to communicate effectively

• I can communicate effectively

• I can communicate effectively and help others improve their communication

  02

  Explain your rating by providing specific and relevant examples in the box below.

  03

  Rate your ability to think critically based on our definition: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.

• I have no experience and/or am uncomfortable thinking critically

• I have limited experience or require assistance to think critically

• I can think critically

• I can think critically and help others improve their ability to think critically

  04

  Explain your rating by providing specific and relevant examples in the box below.

  05

  Rate your ability to use data based on our definition: The ability to use relevant and valid data to inform a recommendation for action.

• I have no experience and/or am uncomfortable using data

• I have limited experience or require assistance to use data

• I can use data

• I can use data and help others improve their ability to use data

  06

  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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