Coastal Resources Program Specialist 1-3 (Administrative)

Position: Coastal Resources Program Specialist 1 - 3 (Administrative)

Agency: Coastal Protection and Restoration Authority (CPRA) 

Division: Engineering/Baton Rouge  

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

Responsibilities: 

• Serves as the confidential personal assistant to the Engineering Division Chief 

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

• Maintains Outlook Calendar on behalf of the Engineering 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 Engineering 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

• Responsible for handling administrative duties for CPRA's Indefinite Delivery/Indefinite Quantity Professional Services contracts

• Preparing solicitation packages for advertisement for contracts with Engineering, Geotechnical, and Surveying firms

• Assists in managing and monitoring these contracts once established

• Attends bi-weekly Task Order Review Committee meetings and presents proposed Professional Services tasks requests

• Prepares all Notice to Proceeds for professional service contracts, and monitors contract capacities

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

• Following Policies and Procedures: The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws.
• 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.
• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.

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

As part of a career progression group, vacancies may be filled from this recruitment as a Coastal Resources Program Specialist 1, 2, or 3 depending on the level of experience. The maximum salary for CRPS 3 is $78,624 annually. 

Below are the bi-weekly minimum hire rates established for this position in accordance with CPRA's Special Entrance Rate Policy:

                Coastal Resources Program Specialist 1                  $1,672.80

                Coastal Resources Program Specialist 2                 $1,789.60

                Coastal Resources Program Specialist 3                 $1,915.20

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.

NOTE: 

Any college hours or degree must be from an accredited college or university.

FUNCTION OF WORK:

To provide assistance to higher level staff in a major environmental program in implementing a wide range of administrative functions within a division with an operating budget of approximately $30 to $55 million, and/or to serve as the contract manager for a very large/very complex project or feasibility study to create, restore, enhance, protect, and preserve the state's coastal wetlands, marshes, flood plains, and other natural resources vital to the state's economy and/or the safety of its citizens (private, public, institutional, industrial, and governmental).

LEVEL OF WORK:

Entry.

SUPERVISION RECEIVED:

Usually direct from a Coastal Resources Program Supervisor, but may receive supervision from higher-level personnel.

SUPERVISION EXERCISED:

None.

LOCATION OF WORK:

Coastal Protection and Restoration Authority. Other locations may be approved by SCS.

JOB DISTINCTIONS:

Differs from a Coastal Resource Program Specialist 2 by the absence of assignment to programs or projects of a larger and/or more complex scope.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.