Administrative Program Specialist B

Supplemental Information

LOCATION AND POSITION INFORMATION:

This position is located at the State Parks Administrative Office State Park in Baton Rouge, LA.

No Civil Service test score is 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:

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

• Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.

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

• 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 Thibodaux

Department of Culture, Recreation, & Tourism

1051 N. 3rd Street

Baton Rouge, LA 70802

Fax: (225) 342-7928

mthibodaux@crt.la.gov

Minimum Qualifications

MINIMUM QUALIFICATIONS:

A baccalaureate degree plus one year of professional level experience in administrative services.

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:

Examples of professional administrative service fields include: Accounting, Financial Auditing, Budget work, Contract/Grants work, Human Resources/Personnel, Information technology, Insurance, Purchasing/Procurement, Quality assurance, Records management, Risk management, and Safety. In the area of wholesale/retail sales, we will also accept store managers, business managers, regional sales managers, or district sales managers as experience in administrative services.

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:

Experienced.

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 Program Specialist--A by the presence of a moderate degree of complexity, impact, or independence in assigned duties and program areas.

Differs from Administrative Specialist--C by the absence of a higher degree of complexity, impact, or independence in assigned duties and program areas.

Examples of Work

The Department of Culture, Recreation and Tourism - Office of State Parks (OSP) is responsible for oversight and management of all business functions statewide for the State Parks Administrative Office and 39 statewide field units, including budget development and control, position control, purchasing, contracts, grants, accounts payable, telecommunications and project funding management for several complex fund sources including an Operating Budget in excess of $40 million, as well as Capital Outlay-General Obligation Bonds, Capital Outlay Self Generated Funds, and State Parks Improvement and Repair Statutorily Dedicated Funds.

30% Program Management

Manages gift shops statewide considering needs of the department and consulting OSP management staff. One focus of the position is to increase revenue by directing and purchasing vendor merchandise for all OSP gift shops.

Evaluates needs and makes recommendation for purchases of special materials and equipment. Coordinates supplies and services needed. Works to engage and secure partnerships working with Agency Administrators and Section Heads to enhance agency image to increase visitation and revenue sources. Responsible for developing and maintaining internal procedures for gift shop operations for the OSP.

25% Budget Management

Coordinates with the Administrative Program Director 3 and Assistant Secretary to compile the necessary information for budget development and preparation. The budgeted Means of Financing is composed of General Fund Dollars, Self-Generated, Statutory Dedications, Federal Funds, and Interagency Transfers, including Capital Outlay.

Prepares and analyzes prior year budget, compiles financial data, considers funding new request for new and expanded service requests, compares prior year budget and actual expenditures to correlate data and the projected/requested fiscal year. Serves as a Business Manager and Technical Specialist for the Office of State Parks. Monitors, analyzes and forecasts spending and revenue collection trends on a routine basis within each fiscal year for the use of funds, identifying, reporting, and recommending methods for resolving problems and instituting procedures to reflect accurate budget balances.

Monitors invoices for OSP to ensure invoices are paid in a timely manner. Evaluates the financial position of the agencies on a regular basis to determine needs. Recommends alternative measures to the Administrative Program Director 3 and Assistant Secretary so that the office can accomplish their goals and objectives with the minimum adverse impact on the programs and employees. Assist in the management of Capital Outlay Budget and Accounting, General Obligation Bonds and Self Generated, Act 729 Improvement, Repair Statutorily Dedicated Funds, Personal Services Budget Control, Budget Management, Budget Projections, Payroll Reporting, Reconciliation, Problem Resolution, Business Function Management and Reporting.

20% Purchasing and Accounts Payable

Receives, reviews and verifies supplemental receiving reports and invoices for accuracy and completeness. Monitors purchase requests of agency personnel to ensure proper coding and documentation.

Monitors recurring monthly charges to ensure sufficient encumbrances to cover remaining purchase orders. Oversees Accounts Payable functions, including processing of invoices for payment, tracking of invoice payments, auditing of invoices against purchase documents and reconciliation of discrepancies.

20% Property Inventory

Responsible for oversight and management of the gift shop inventory statewide. Develops and updates agency property inventory policies and procedures regarding OSP gift shops. Reviews reports for qualify assurance.

5% Other Administrative Operations

Proposes and implements general procedures, standards, and goals for gift shop operations. Receives feedback from customers/constituents.

Investigates concerns, working with parks staff and OSP Administration. Provides monthly reports on feedback to Assistant Secretary and Administrative Program Director 3. Serves as back-up and provides administrative support to Administrative Program Director 3.

Performs other duties as assigned.