Administrative Program Specialist A

Position: Administrative Program Specialist A

Agency: Coastal Protection and Restoration Authority (CPRA)

Division: Project Management/Baton Rouge 

Office Location: 150 Terrace Avenue, Baton Rouge, LA 70802

Responsibilities:

• Serves as the confidential personal assistant to the Project Management Division Chief

• Corresponds on behalf of the Project Management Division Chief via phone, email, and in-person visitors

• Maintains Outlook Calendar on behalf of the Project Management 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 Project Management 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

• Serves as the timekeeper by reviewing and ensuring accuracy of payroll entries for all employees in the Project Management 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:

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.

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.

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.