Administrative Program Specialist-A

Supplemental Information

Office of Conservation - Executive

The Executive Division coordinates and administers the various activities of the Office of Conservation. Among the primary responsibilities of the Commissioner's Office staff is the oversight of statutory responsibilities and regulations, professional service contracts, budget, personnel, information, safety, and emergency matters.

LOCATION AND POSITION:

This Administrative Program Specialist A is located in the Executive Division within the Office of Conservation (OC) in Baton Rouge, LA. The Administrative Program Specialist A is responsible for performing the complex administrative functions to procurement, purchasing, travel/CBA accounts and inventory for the Office of Conservation within the Department of Natural Resources and must work with a high degree of independence. Additional duties include, but are not limited to the following:

• Oversees the overall daily operation of the procurement process for the Office of Conservation.

• Reviews related documentation for accuracy and compliance and creating all requisitions requested by agency administrative staff.

• Assists in the development of Standard Operating Procedures.

• Serves as liaison for the LaCarte Procurement Card Program. Reviews monthly encumbrance report and takes appropriate actions to resolve issues and discrepancies.

• Maintains detailed records on purchases, delivery dates, warranty information, etc. to ensure conformity to budgetary constraints, etc.

• Responsible for verifying and ensuring that controls are being met and that transactions are appropriate, accurate, have business case and business need for the purchase, all receipt dates and other supporting documentation dates are applicable with known need or business travel, if applicable, and were approved.

• Responsible for developing and maintaining a monitoring/tracking system for inventory records and property transfers of all equipment, furniture, and expendable supplies.

• Responsible for monitoring budget for Office of Conservation by gathering data, tracking expenditures, and processing year end encumbrance and carryover reports for Supervisors decisions making.

• Shall assume other special projects and performs other duties as assigned.

ANIDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPENTENCIES:

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

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

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

APPLICATION PROCESS:

No Civil Service test score is required in order to be considered for this vacancy.

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.

EXPECTED GRADUATES - Applicants may apply within 90 days of graduation, however, any offer of employment will be contingent upon verification and confirmation that the applicant has received a qualifying degree. Unofficial transcripts should be included and submitted with the application in order to be considered.

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:

Human Resources

Department of 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 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.