Administrative Coordinator 4

Louisiana Department of State Civil Service

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Administrative Coordinator 4

Salary

$2,602.00 – $4,682.00 Monthly

Location

Hammond, LA

Job Type

Classified

Job Number

FOR-50906-10.3.24-CH

Department

DAF-Agriculture and Forestry

Opening Date

10/03/2024

Closing Date

10/8/2024 11:59 PM Central

Description

Benefits

Questions

Supplemental Information

Job Number: FOR-50906-10.3.24-CH

The Louisiana Department of Agriculture and Forestry is an Equal Opportunity Employer and State as a Model Employer (SAME) to promote diversity and inclusion in the workplace.

This position (#50906) is located in the Office of Forestry, in Hammond, Louisiana in Tangipahoa Parish.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

Core 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.

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.

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

Adapting to Change: The ability to adjust plans, expectations, and behaviors in response to change.

This position may be filled by probational appointment or promotion of a classified Louisiana Department of Agriculture and Forestry employee serving with permanent status. Applicants who are not permanent employees of Louisiana Department of Agriculture and Forestry will be required to serve a 24 month probationary period.

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.

This agency participates in the E-Verify system for verification of citizenship and employment authorization.

All applicants selected for employment must submit to drug screening.

For further information about this vacancy contact:

Cody Hulbert

HR Specialist

Louisiana Department of Agriculture and Forestry

5825 Florida Blvd., Suite 1001

Baton Rouge, LA 70806

Chulbert@ldaf.state.la.us

The Louisiana Department of Agriculture and Forestry strictly prohibits workplace harassment and discrimination on the basis of race, color, gender, sex, pregnancy, age, disability, religion, national origin, military service, sickle cell trait, protected genetic information or other non-merit factor. LDAF also strictly prohibits employment decisions based upon or influenced by such factors.

Minimum Qualifications

MINIMUM QUALIFICATIONS:

Three years of experience in which clerical work was a major duty.

SUBSTITUTIONS:

Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.

Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.

College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.

NOTE:

Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.

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

Job Concepts

Function of Work:

To perform complex, often specialized, paraprofessional duties that require independent judgment to accomplish in support of the staff members and/or operations of an organizational unit or program.

Work requires individual discretion in the application of policies and procedures. Duties increase in scope and complexity, and consist mainly of departmental-program duties.

Level of Work:

Advanced.

Supervision Received:

General from higher-level clerical and/or supervisory personnel.

Supervision Exercised:

May supervise 1-2 lower-level personnel.

Location of Work:

May be used by all state agencies.

Job Distinctions:

Differs from Administrative Coordinator 3 by the presence of paraprofessional duties that involve a higher degree of specialization, complexity, and/or independent judgment.

Differs from Administrative Program Specialist–A by the absence of professional-level duties that involve a variety of administrative functions or management of a departmental or statewide program.

Examples of Work

Incumbent of this position provides administrative support for the Office of Forestry/District 6-Hammond. As primary administrative support for District 6, this position is responsible for administrative functions such as time administration, property control, inventory control, data processing, records management, safety files, mail operations, etc. plus additional programmatic responsibility. District 6 serves the Florida Parishes (St. Tammany, Washington, Tangipahoa, Livingston, St. Helena, East Feliciana, West Feliciana, East Baton Rouge and Ascension) and some of the River Parishes (St. John, St. Charles, Jefferson, Orleans, Plaquemines, St. Bernard). Supervision for this position is received from the Agriculture/Forestry Regional Administrator.

75% Administrative

Time Administration: (25%)

Serves as the Time Administrator for District 6: enters payroll through PTMW for employees when necessary (i.e. employee on extended leave or employees using in house time sheet instead of CATS); running various reports each week/pay period to identify time entry errors; correcting time entry errors when necessary; contacting employees or the employee’s supervisor to have the employee correct errors noted; completing prior period adjustments when necessary; unlocking time statements for employee certification (CATS). Adheres to the payroll deadlines prescribed in the CATS/Time Entry manual. Serves as backup Time Administrator for Baton Rouge Forestry office and the Hammond Agriculture office as needed.

Serves as point of contact for field employees concerning employee administration issues such as retirement, insurance benefits, department policies, worker’s compensation, etc. May assist in completing employment documents, making appointment or researching a particular employee administration issue.

Records Management: (15%)

Maintains for established time frames files for: master file (subject files), fiscal, payroll, fire and weather reports.

Communication: (15%)

Answers and routes telephone calls and emails. Receives and distributes mail. In an emergency, fills in for the dispatcher, sending crews to fires by two-way radio.

Property/Inventory Control: (10%)

Responsible for property/inventory control functions at the district level. Performs annual property control audits. Performs annual movable property inventory, adds new equipment, prepares property transfers and documents transfer on the hard copy of the inventory so that all property is accounted for at all times. Maintains an inventory of all district computer equipment and submits to IT.

Purchasing/Accounts Payable: (5%)

Enters purchasing requests as required into the intranet system. Maintains inventory of office, medical and equipment supplies to insure that adequate stock of supplies are maintained.

Sets up service calls, following Department policies, for items in need of repair or maintenance to ensure office equipment is kept in good working condition.

Maintains petty cash fund in a secure location; codes expenditures and processes bills for payment.

Safety: (5%)

Assist Safety Coordinator by participating in regional committee meetings and helping to develop district safety procedures. Participates in Job Safety Analysis Audit and furnish documentation of compliance in the areas of accidents, injuries, crimes and bonds and security. Procures safety supplies, assist in acquiring MSDS, and

maintains files for Safety Program. Serves as Safety Monitor.

25% Programmatic

Collects and supervises the collection of forest fire weather forecast information, daily fire reports and daily fire danger rating information. This information is used daily by district employees, consultant foresters and cooperators in planning daily activities. Enter data from fire reports and fire weather data after making corrections. From this data, the monthly district fire report is generated and forwarded to the Forest Protection Chief via the web based “Fire Weather” program. This report is compiled into a statewide report that is used for a variety of purposes including reports to the U. S. Forest Service. This information also provides backup documentation for audits on the use of federal funds. Maintains current telephone listing of all district employees which is furnished to district employees, cooperators, volunteer fire departments and sheriff’s offices so that they can reach us at any time if they need our assistance. Contacts industry representatives, police juries and volunteer fire departments to update information on personnel and equipment available for emergency fire situations. Collects and compiles data for the monthly accomplishment report and submits to the Management Branch via the web based mail system. Information from this report is used for a variety of purposes on the state and national level and provides documentation for audits of monies received for federal and state cost-share programs.

Prepares invoices for forest management services. Invoices are transmitted to Revenue section via a web based mail system and payments are received by the office. Revenue sends a copy of the payment transmittals to the district office and these transmittals are checked against invoices to ensure correct payment was received. After three requests for payment, we forward unpaid invoices to the legal department for collection.

Maintains a stock of information and educational publications, materials and posters to issue to students, teachers, landowners and any other interested parties. Orders publications when inventory is low. Receives special requests for large quantities or materials not stocked at district level and arranges for delivery. Maintains and furnishes to landowners updated list of consultant foresters, timber buyers, site preparation and planting vendors. Advises the public regarding information of the FPP program.

Other duties as may be assigned.

Functional Requirements:

• Prolonged sitting at work station

• Occasional bending or kneeling

Environmental Factors:

• Working indoors

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.

As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:

Insurance Coverage More information can be found at https://info.groupbenefits.org/

Parental Leave– Up to six weeks paid parental leave

More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx

Holidays and Leave – State employees receive the following paid holidays each year:

New Years Day

Martin Luther King, Jr. Day,

Mardi Gras,

Good Friday,

Memorial Day,

Independence Day,

Labor Day,

Veterans Day,

Thanksgiving Day and Christmas Day.

Additional holidays may be proclaimed by the Governor

State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.

Retirement – State of Louisiana employees are eligible to participate in various retirement systems (based on the type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to):

Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/YourRetirementSystem.mp4) to give you more detailed information about their system

Teachers Retirement System of Louisiana (www.trsl.org),

Louisiana School Employees Retirement System (www.lsers.net), among others

To ensure compliance with the LDAF Nepotism Policy, do you have any immediate family members or relatives who are currently employed with the LDAF? Immediate family member is defined as children (blood, step, adopted), spouse, brother, sister, father, mother, sister-in-law, brother-in-law, daughter-in-law, son-in-law, mother-in-law and father-in-law. Relative includes immediate family members previously defined and also includes grandfather, grandmother, grandson, granddaughter, uncle, aunt, niece and nephew.

Yes

If you answered “yes” to the above question, please list the name of your immediate family member and/or relatives currently employed by the LDAF. If you answered “no” to the above question, enter N/A.

Are you currently a classified employee of Louisiana Department of Agriculture & Forestry serving with permanent status?

Yes

Do you have a valid Louisiana drivers license?

Yes

The incumbent of this position may drive a state-owned vehicle during working hours. Office of Risk Management prohibits drivers with three or more moving violations in a one year period from operating a state-owned vehicle. Based on this information, will you be able to operate a state-owned vehicle?

Yes

Rate your ability to accept direction based on our definition: The ability to accept and follow directions from those higher in the chain of command.

I have no experience and/or am uncomfortable accepting direction

I have limited experience or require assistance to accept direction

I can accept direction

I can accept directions and help others improve their ability to accept direction