Administrative Program Specialist A

Administrative Program Specialist APrint (https://www.governmentjobs.com/careers/louisiana/jobs/newprint/4628611) ApplyAdministrative Program Specialist ASalary $2,978.00 - $5,843.00 MonthlyLocation Jackson, LAJob TypeClassifiedJob NumberCRT-2024-199025-MBTDepartmentCulture Rec & Tourism-State ParksOpening Date08/21/2024Closing Date8/26/2024 11:59 PM Central

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Supplemental InformationLOCATION AND POSITION INFORMATION: This position is located atPort Hudson State Historic Site in Jackson, LA.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 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.Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.AN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:

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

Displaying Expertise:The ability to exhibit specialized skills or knowledge gained from experience or training

Managing Resources:The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.

Displaying Professionalism:The ability to recognize how your actions impact the perceptions of both you and your organization.

Focusing on Customers:The ability to serve the needs of those who support and/or rely on the services provided.

Managing Budgets:The ability to be a good steward of state resources by effectively managing allocated funds.

Managing Projects:The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.

The Office of the Lieutenant Governor and the Department of Culture, Recreation and Tourism are participants in the E-Verify system for identification and employment eligibility purposes.Louisiana as a State, is a Model Employer for People with Disabilities.For further information about this vacancy contact:Melissa ThibodauxDepartment of Culture, Recreation, & Tourism1051 N. 3rd StreetBaton Rouge, LA 70802Fax: (225) [email protected] Minimum QualificationsMINIMUM 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 ConceptsFunction of Work:To perform responsible, administrative functions in support of an organizational unit.ORTo 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 SpecialistB by the absence of a moderate degree of complexity, impact, or independence in assigned duties and program areas.Examples of WorkThe purpose of this position is to provide a high level of Administrative/Interpretive support at the district level. The person in this position functions as the administrative/interpretive decision maker in the absence of the Park Manager.45% Budget Control Establishes budget tracking sheets for each site and district office as assigned by the District Manager Tracks requests for purchase and expenditures (including LaCarte) that reduce budget balances. Processes code detail adjustments when moving funds from one site to another and reflect in each sites' budget. Performs budget analyses to assess OnBase purchase requests, encumber funds, and notify District Manager of funding availability. Compiles annual operating budgets into electronic accounting mechanism and disseminate reports to district sites. Performs bi-weekly monitoring of district budgets for purposes of reconciliation, accuracy of input, and management support. Receives, audits, and verifies purchases to ensure that all the necessary paperwork is included and that purchases are in accordance with state, departmental, and agency policies and procedures. Records invoices submitted to the Administrative Office for payment Makes inquiries on payment status as needed and/or when vendors call. Assists with or develop bid specificationsPurchasing Prepares and reviews certain bids for services not handled at individual parks. Tracks all District Manager approved purchase requests submitted from field units for submission to the Administrative Office to ensure proper accounting. Responsible for all purchase orders for procurement of materials and equipment at sites within the assigned district Reviews all documents submitted and compare prices and specifications Submits documents to the Administrative Office for processing according to DOA State Purchasing Rules and Regulations and internal policy and procedures. At the administrative level, enters purchase requests through the OnBase system. Maintains copies of official district and site level purchasing documents to include, but not limited to Delegated Purchase Authority, Confirmation orders, 729 projects, LDO's/SRR, LaCarte records, Requests for purchase and Invoices for management tracking and decision making. Administers annual district and office budget by planning, requesting, dividing and continually monitoring budgets for all sites in assigned district and the district office, in consultation with the District Manager. Effectively manages accounting systems at the district office regarding expenditures/purchases. Distributes weekly bulk fuel reports to all sites. Prepares receiving reports for all purchases Records class codes and expenditure object codes for all purchases. Compiles records of items purchased by code and post balances of each receiving report. Audits all reports submitted to district or administrative offices.40% Interpretive Support Coordinates with Interpretive Ranger in gathering historical data and documents from libraries, archives, and other resources. Assures that all documents are submitted to the Administrative Office in a timely manner. Serves as liaison between Historic Site and administrative office on matters of administrative support. Provides support for the Interpretive Ranger(s) as needed during absences, providing input and using independent judgment to accomplish goals and fulfill public needs. Organizes and maintains collections of historical documents and other materials. Regularly updates historic staff on educational program changes. Produces a written report on educational site visits. Establishes program standards and guidelines based on ongoing evaluation of existing processes and practices. Keep accurate records of research findings, and other relevant documentation. Prepares exhibits, including creating labels and informational material. Enter and organize data into databases and assist in the analysis of historical trends and patterns Perform routine administrative duties such as handling correspondence, scheduling appointments, and maintaining office supplies.10% Reporting Receives and reviews district administrative and financial reports for correctness, completeness, spelling, grammar, required attachments and signatures. Thoroughly checks the data in reports, computer print outs, and budget reports prior to submission. Tracks annual educational expenditures. Works with Administrative Office to ensure that all agreement/contract commitments are honored.5%Performs other related duties as assigned and performs customer service to a high degree of excellenceLouisiana 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 leaveMore information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspxHolidays 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 GovernorState 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/YourRetirementSystem.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

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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

FC: Rate your ability to focus on customers based on our definition: The ability to serve the needs of those who support and/or rely on the services provided.

1= I have no experience and/or am uncomfortable focusing on customers

2= I have limited experience or require assistance to focus on customers

3= I can focus on customers

4= I can focus on customers and help others improve their ability to focus on customers

04

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

05

MB: Rate your ability to manage budgets based on our definition: The ability to be a good steward of state resources by effectively managing allocated funds.

1= I have no experience and/or am uncomfortable managing budgets

2= I have limited experience or require assistance to manage budgets

3= I can manage budgets

4= I can manage budgets and help others improve their ability to manage budgets

06

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

07

MPr: Rate your ability to manage projects based on our definition: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.

1= I have no experience and/or am uncomfortable managing projects

2= I have limited experience or require assistance to manage projects

3= I can manage projects

4= I can manage projects and help others improve their ability to manage projects

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

Required Question

AgencyState of LouisianaAddressFor agency contact information, please refer tothe supplemental information above.Louisiana State Civil Service, Louisiana, 70802Phone(866) 783-5462Websitehttp://agency.governmentjobs.com/louisiana/default.cfmApplyPlease verify your email addressVerify Email