What are the responsibilities and job description for the Administrative Program Specialist - A position at State of Louisiana?
LOCATION AND POSITION INFORMATION:
- This position is located within the Office of State Museums in New Orleans, LA.
- This position does not require a Civil Service test.
- Communicating Effectively: The ability to relay information correctly and appropriately to connect people and
ideas. - Displaying Expertise: The ability to exhibit specialized skills or knowledge gained from experience or training
- Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately
to result in maximum business value.
- Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.
- 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.
- Managing Projects: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.
The Administrative Program Specialist A at the Louisiana State Museum serves a a special events coordinator. This position is responsible for booking and managing all after hours events in the New Orleans Museum's Venues, The position is supervised by Administrative Program Director 1.
APPLICATION INFORMATION:
- 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.
- No Civil Service test score is required in order to be considered for this vacancy.
- *Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*
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.
Louisiana as a State, is a Model Employer for People with Disabilities.
For further information about this vacancy contact:
Troi Johnson, Human Resources
Department of Culture, Recreation, and Tourism
1051 N. 3rd St
Baton Rouge, LA 70802
Fax: (225) 342-7928
tjohnson@crt.la.gov
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.
Function of Work: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.
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.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.
DUTIES AND RESPONSIBILITIES INCLUDE:
65%
Coordinates building usage for public and private functions.Schedules and conducts tours with
prospective clients. Manages building rentals by outside groups and individuals for receptions,
wedding ceremonies and receptions, programs, parties, festivals, etc. Coordinates with event
planning companies, rental companies, caterers, etc. to ensure success of after-hours events.
Ensures events are staffed appropriately in conjunction with the Administrative Program Director I.
Acts as on-site event manager/staff supervisor during after-hours events.
Works closely with museum support groups to ensure event guidelines are followed. Assists Audio
Visual Production Manager when necessary. Assists event coordinator at Capitol Park if necessary.
Attends and/or conducts meetings to keep appropriate staff apprised of upcoming after hour paid
events. Relays any special needs or instructions regarding after hour paid events.
Initiates contracts for building usage and collects fees and donations related to after hour paid
events. Submits all event information forms detailing events to the Administrative Program
Director 1 for final approval.
Assists the Administrative Director 1 In the coordination of the group sales program for the
Louisiana State Museum.
20%
Relays media Inquiries for information regarding the Louisiana State Museum's exhibits and
programming. Facilitates media access when appropriate. Coordinates publicity In conjunction
with the Marketing Department of the Department of Culture, Recreation and Tourism for Louisiana
State Museum events. Attends event/bridal seminars to promote the Museum as an event venue. May set
up non-collection displays, give Informal tours and audio-visual presentations. Updates social
media accounts as needed.
10%
Fills in as a Tourism Information Counselor as needed for lunch relief support and short staffing
support. Attends meetings as advised by the Administrative Program Director I.
5% Performs other duties as assigned.
Salary : $2,978 - $5,843
