What are the responsibilities and job description for the Administrative Program Specialist A position at Louisiana Department Of Transportation and Development?
Supplemental Information
Office of the Secretary – Legal Division
DENR is one of twenty departments under the executive branch of state government. The Office of the Secretary serves as the department's executive management office. The Secretary is the chief officer of the Department of Energy and Natural Resources (DENR), in charge of its policy, administration, and operations.
The Legal Division provides various legal services to all areas of the department. It reviews contracts and other documents which could have liability implications for DENR or the state. The Legal Division also coordinates requests for copies of records of the agency.
LOCATION AND POSITION INFORMATION:
Skills
The Administrative Program Specialist A position is located within the Legal Division of the Office of the Secretary and is domiciled in Baton Rouge, LA. The incumbent in this position reports to the Deputy General Counsel and performs advanced, complex administrative work, much of which is of a highly confidential nature. This position carries out all necessary support and advisory elements of the job, coupled with a high level of administrative duties including the added nee for flexibility and multi-disciplinary skills and experience to meet the staffing needs of the office. Additional duties include, but are not limited to the following:
Application Process
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 applications 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.
A copy of your college transcript to verify the specialized degree requirement 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.
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
DENR Human Resources
Department of Energy and 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 at http://www.laworks.net/Downloads/LRS/EmploymentResourceGuide_2018.pdf .
The Department of Energy and Natural Resources is a participant in the E-Verify system for identification and employment eligibility purposes.
Minimum Qualifications
MINIMUM QUALIFICATIONS:
Three years of experience in administrative services; OR
Six years of full-time work experience in any field; OR
A bachelor's degree.
Experience Substitution
Every 30 semester hours earned from an accredited college or university will be credited as one year of experience towards the six years of full-time work experience in any field. The maximum substitution allowed is 120 semester hours which substitutes for a maximum of four years of experience in any field.
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.
Office of the Secretary – Legal Division
DENR is one of twenty departments under the executive branch of state government. The Office of the Secretary serves as the department's executive management office. The Secretary is the chief officer of the Department of Energy and Natural Resources (DENR), in charge of its policy, administration, and operations.
The Legal Division provides various legal services to all areas of the department. It reviews contracts and other documents which could have liability implications for DENR or the state. The Legal Division also coordinates requests for copies of records of the agency.
LOCATION AND POSITION INFORMATION:
Skills
The Administrative Program Specialist A position is located within the Legal Division of the Office of the Secretary and is domiciled in Baton Rouge, LA. The incumbent in this position reports to the Deputy General Counsel and performs advanced, complex administrative work, much of which is of a highly confidential nature. This position carries out all necessary support and advisory elements of the job, coupled with a high level of administrative duties including the added nee for flexibility and multi-disciplinary skills and experience to meet the staffing needs of the office. Additional duties include, but are not limited to the following:
- Maintains Legal Division files, file room, and supply room in orderly fashion and in accordance with the Department's records retention policy.
- Assists the Legal Division staff in receiving and coordinating public record requests and departmental responses.
- Tracks public record requests to ensure responses are timely, accurate and complete.
- Maintains electronic files for identifying, recording, and classifying stored information, extracts, assembles and merges stored information to create new management documents.
- Assists staff of the Legal Division in maintaining a list of courts in which DNR has an interest in ongoing litigation or a balance deposited in the court registry.
- Maintains and updates contact information for each such Court and periodically contacts each Court to update Legal Division pleading files or court registry balances.
- Prepares correspondence (letters, memos, policy statements, etc.) for the Deputy General Counsel, as well as the Executive Counsel or other legal staff as needed or in the absence of the Paralegal.
- Assists Legal Division staff with preparation of contract documents including RFPs (Requests for Proposals), interagency agreements, etc.
- Assists the Legal Division staff with day-to-day operations of the Division, including the operations and management of the Division's mandatory time keeping/leave responsibilities.
- Serves as the purchasing liaison; handling inquiries on purchasing, and accounting, coordinating with respective divisions and departments.
- Serves as backup to the Paralegal.
- Other duties as assigned.
- Note regarding the advertised pay range: The maximum amounts listed are the maximum salary amounts a person can make at each level over their career and not the amount we are allowed to pay a new hire.
Application Process
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 applications 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.
A copy of your college transcript to verify the specialized degree requirement 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.
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
DENR Human Resources
Department of Energy and 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 at http://www.laworks.net/Downloads/LRS/EmploymentResourceGuide_2018.pdf .
The Department of Energy and Natural Resources is a participant in the E-Verify system for identification and employment eligibility purposes.
Minimum Qualifications
MINIMUM QUALIFICATIONS:
Three years of experience in administrative services; OR
Six years of full-time work experience in any field; OR
A bachelor's degree.
Experience Substitution
Every 30 semester hours earned from an accredited college or university will be credited as one year of experience towards the six years of full-time work experience in any field. The maximum substitution allowed is 120 semester hours which substitutes for a maximum of four years of experience in any field.
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.
