Administrative Program Specialist B

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Supplemental Information

Job # OMF-View phone number on us.fitly.work-BE 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 (#178437) is located in the Office of Management & Finance, in Baton Rouge, LA, East Baton Rouge Parish. 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. 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. Developing Plans: The ability to prioritize tasks and competing demands to create accurate plans. 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 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. Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity. This is a promotional opportunity limited to classified employees of the Louisiana Department of Agriculture and Forestry serving with permanent status. *Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*

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. 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. If you are contacted for an interview, please let us know at that time if you have a need a special accommodation for a disability. For further information about this vacancy, contact: Brittany Evans HR Analyst Louisiana Department of Agriculture & Forestry 5825 Florida Blvd., Suite 1001 Baton Rouge, LA 70806 View email address on us.fitly.work The Louisiana Department of Agriculture and Forestry strictly prohibits workplace harassment and discrimination on the 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.

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

This position is directly responsible for the assistance of managing the daily activities of the Facility Management Division with the Louisiana Department of Agriculture & Forestry, Office of Management & Finance and Louisiana Agricultural Finance Authority. The Facility Management Division maintains approximately 120 buildings and grounds located throughout the state owned by the Department of Agriculture & Forestry (LDAF) and the Louisiana Agriculture Finance Authority (LAFA). The incumbent in this position has the authority to delegate and execute the functions of this office in the absence of the Facility Maintenance Manager B. It also requires the knowledge of basic and complex procedures for construction and maintenance repairs/projects. This position has to be familiar with the policies and procedures of both entities (LDAF & LAFA). The incumbent is the initial point of contact for facility issues for the Governmental Complex (Complex) located in Baton Rouge, LA which currently has twelve buildings with 237,819 square feet of occupied structure for LDAF Headquarters, Tenants, which is open to the public. In performance of assigned duties, incumbent has direct supervision over subordinate personnel. The buildings and grounds consist of administrative offices, laboratories (seed, fuel and metrology), radio shops, maintenance shops, fuel canopies, pump houses, carpenter shops, paint shops, cold storage warehouses, chemical buildings, airplane hangars, seedling storages, nursery buildings, ADA hunting lodge, storage warehouses, forestry stand-by towers, and a campground. 75% - Facility Management Assigns work order jobs to the Corrections Lieutenant and/or Sergeant. Maintains radio contact with the Lieutenant and/or Sergeant to issue directives as situations demand throughout the day. Maintain the records on Offenders for reports provided to the Assistant Commissioner of Management and Finance. Budget / Fiscal Management — Assist with the development of an annual budget for the Facility Management Division. Manages budgetary information, assist in developing plans for cost base analysis on maintenance projects, monitors expenditures, and identifies anomalies in routine payables. HVAC Management — The Complex HVAC system is controlled through a sophisticated electronic system. Incumbent serves as the primary system administrator responsible for all system controls. These controls include the regulation of heating and cooling throughout the seven buildings at the Baton Rouge Complex. This system also consists of three water cooling tower chillers. Extensive knowledge of control mechanisms, alters, alarms, chill water temperatures, AHU's are a required. Familiarity with the system as it relates to the complex to locate issues is an essential. Incumbent regularly consults and works with vendor on issues that cannot be addressed online. Maintenance Work Order System Administrator - Independently works as an administrator for the online Maintenance Care Request System and is the initial point of contact for work orders for statewide facilities. The administrator facilitates a full range of measures and recommendations to run and train new and current personnel in Facility Maintenance throughout LDAF/LAFA. The incumbent assigns work orders to appropriate maintenance personnel through the online system. Independently coordinates and schedules work assignments for statewide facility personnel which include building maintenance, construction, grounds keeping, and housekeeping. Solely assists the Facility Maintenance Manager B and the Maintenance Supervisors in overseeing jobs being performed by maintenance personnel and contractors ensuring that jobs are prioritized and completed in a timely manner. Independently addresses maintenance and construction problems in their absence to make repairs or correct situations as needed to result in little or no down time. Request approval from Assistant Commissioner of Management and Finance as needed. This also includes work order assignments received from Tenants (Employees of State Civil Service, Department of Children and Family Services, Department of Disability Determinations, DEQ and NASS Statics) of the Baton Rouge Complex. Incumbent is responsible for processing billings of work for tenants and collection of payment. Preventative Maintenance Coordinator - The incumbent enrolls and maintains preventative maintenance schedules for buildings and equipment. Coordinates and maintains a listing of all preventative maintenance services needed on LAFA and LDAF buildings throughout state and their required service date. Schedules the appointment with the independent contractor and coordinates a Facility Management Division employee's attendance at the appointment. The preventative maintenance services include fire alarms systems, security systems, elevator inspection, sprinkler systems inspections and pest control. Responsible for coordinating with all maintenance supervisory personnel to ensure all buildings and renovation work is in compliance with state fire codes. Ensures that established guidelines are followed and required paper work is completed. Coordinates with the Facility Maintenance Manager B and Maintenance Supervisors for the delivery of equipment and supplies to sites around the state in a timely manner. Prepares an on-call work schedule for statewide maintenance employees who are on-call each month which includes Indian Creek Campground maintenance employees. Incumbent is is responsible for the security and distribution of the hand tools and equipment, which ranges in value up to $20,000. Keeps a log of all tools and equipment and ensures that they are maintained, repaired or replaced as necessary. Risk Management - Investigates and coordinates all loss claim documents for Facility Management to be processed through Risk Management in a timely manner. In this capacity, incumbent is responsible for collection of evidence to include retrieval of CCTV recordings and other evidentiary items associated with an incident. Prepares requisite documents for submission to the Loss Claims Coordinator. Safety Coordinator - Incumbent is the Safety Coordinator for Baton Rouge Facility Maintenance Employees and is responsible for the documentation and management of safety audit files and quarterly safety meetings. Follows the Office of Risk Management guidelines for annual ORM audits. Ensures all safety courses and training courses are kept up to date and deadlines are met for each Facility Maintenance employee. Performs safety inspections on the complex to ensure compliance with state, local and internal safety guidelines. Complex Security — Issues ID Cards statewide for Agriculture & Forestry employees and all tenants in the Baton Rouge Complex. Serves as one of two employees to process ID cards and program cards for the Department and Tenants. Operational knowledge of WinDSX system is needed to run program. Coordinates with security personnel at the Baton Rouge Complex to resolve issues when necessary. Manages and distributes restrictive keys to certain equipment, alarms and offices on the Baton Rouge Complex. Responsible for a Grand Master key for all buildings. Responsible for a key log record for keys issued to employees with Agriculture and Forestry. Facility Planning / Property Control - Oversees the updates to the Department of Agriculture and Forestry's Property Report for state owned and leased office space to be sent to the DOA Facility Planning Office. Independently works on property control inventory for the Facility Management Division reviewing for accuracy and accountability with the Office of Central Services annually. Contract Oversight — Coordinates bidding and selection of nine (9) janitorial contracts statewide. Monitors work performed to ensure compliance with required scope of work. 15% Procurement / Payable / Audit Procurement - Must be knowledgeable in state procurement laws and rules; shall strictly follow all policies, procedures and guidelines for purchasing for LDAF and LAFA. Orders supplies and goods, coordinates delivery with vendors and Facility Maintenance employees and organize all invoices and packing slips to be processed for payment. Bulk Purchases - Processes purchase order requisitions for goods and services for new fiscal year bulk purchase orders and reoccurring goods and services. Make contract purchases for items needed for both maintenance and construction of LAFA facilities. Contract purchases vary according to projects underway — can range from $5000 to $25,000. Performs phone bids for emergency construction and maintenance purchases. LaCarte Purchases - Solely responsible for the management of the Facility Management Division and Louisiana Agriculture Finance Authority's LaCarte card with a credit limit of $40,000.00. With the approval of incumbent's immediate supervisor and the Director of LAFA, incumbent can make purchases up to $10,000 per invoice. Maintains documents on all purchases made and processes invoices for payment through the Works System. Knowledge of Works System through Bank of America is essential. Manages the processing of statement monthly with backup documentation to be given to Procurement Office for Audit. Serves as a backup to the Assistant Commissioner of Management and Finance's Administrative Assistant on LaCarte Card purchases for the Office of Management and Finance. Payables / Audit - Responsible for independently processing $60,000 recurring monthly utility expenses such as gas, water, electric, garbage, janitorial as well as copier and internet expenses for Agriculture and Forestry buildings and LAFA buildings throughout the state including Indian Creek Campground. Processes supply invoices for Indian Creek Campground. Audits invoices for accuracy, enters data into two different in-house programs, prints approval form to attach to invoices and forwards for payment to the appropriate accountant depending on building. Due to unique billing requirements within LDAF, incumbent must differentiate between the ownership of buildings to ensure correct coding is applied for invoices. Independently researches and reconciles statements, past due invoices and credits for LDAF and LAFA pertaining to Facility Management accounts. Interacts with vendors when necessary to resolve issues with invoice/billing. Responsible for record keeping, invoicing and total hours worked by Facility Management personnel for projects completed for tenants in LAFA buildings. Submits bills (utilities) to be processed into invoices for other agencies (tenants). 5% Human Resources (HR) and Records Management Independently oversees all the HR actions of time administrator responsibilities for Facility Maintenance and LAFA personnel which includes but not limited to the running weekly time recording reports to ensure proper codes are used in time entries, may be required to post manual entries and resolve any discrepancies noted. Processes Indian Creek Campground Security Timesheets for payroll. Serves as a backup for payroll to Administrative Assistant 4 in Management and Finance. Performs personal evaluations on subordinate personnel and coordinates the processing of PES and Planning documents for Baton Rouge Facility Management Department. Maintains a log of leave taken for all maintenance personnel and advises Facility Maintenance Manager of employee's work schedule to ensure all facilities and projects have necessary manpower. Independently administers the archives and record retention for Facility Management. 5% Emergency Preparedness Incumbent is considered an essential employee and is required to be available during emergency situations / events such as hurricanes. Incumbent assist in maintaining the complex in operational order during emergency events and provides support where needed. A primary function during an emergency event is to procure needed supplies, tools, and equipment to adequately carry out the LOAF statewide emergency functions. Performs other duties as may be required. Travel may be required in preforming some duties. Functional Requirements:

• Reaching above shoulders
• Climbing stairs and occasionally ladders
• Prolonged sitting or standing at work station
• Occasional bending or kneeling
• Sit over a long period of time in a vehicle for travel

Environmental Factors:

• Working indoors and occasionally outdoors