ADMINISTRATIVE PROGRAM SPECIALIST-A ROCKEFELLER

Nunez Community College; Louisiana; On-site; USD 38,000 - 52,000; Full time

Job summary

The Louisiana Department of Wildlife & Fisheries seeks an Administrative Program Specialist-A to provide essential support for Rockefeller Wildlife Refuge and White Lake Wetlands Conservation Area. You will manage reservations for dorms, handle front desk inquiries, and prepare legal and staff documents.

Responsibilities include safety coordination, HR liaison for leave requests, payroll/leave records, and processing purchasing documents.

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.

Responsibilities

• Serve as the primary administrator for scheduling and managing reservations for the West End Dorm and General Quarters, which can accommodate up to 50 individuals at a time.
• Coordinate timely responses to inquiries from members of the legislature, local governments or the general public.
• Answer telephone calls and assist visitors with front desk inquiries.
• Prepare documents requested by staff, including interview materials, contracts, hold harmless agreements, legal documents, and other administrative paperwork.
• Serve as the facility safety coordinator with the ORM annual safety audit and compilation of related documents. Organizes safety training and maintains records of safety training. Advises field staff as to LDWF policy and procedures, safety requirements, training needs, and other rules and regulations pertaining to LDWF.
• Answers questions on policies and procedures and direct staff to the appropriate HQ contact when necessary.
• Act as the liaison between HR and employees regarding special leave requests (FMLA, parental, military, etc.). Ensure that all Human Resources confidential matters are processed in a timely manner. Serve as the time administrator for both Rockefeller Wildlife Refuge and White Lake Wetlands Conservation Area, as well as backup time administrator for another office if needed. Maintain time administration records, which include payroll reports, leave approvals, and overtime records.
• Develop and prepare product specs, purchase orders, low dollar orders, designated purchasing authorities, check requisitions, credit memoranda, and invoices.
• Enter data for items that may or may not require administrative approval.
• Maintain fleet records for vehicles and vessels such as daily vehicle/boat logs, preventative maintenance records, and ORM claim documents.
• Compile all WEX fuel, repair and maintenance charges for vehicles and vessels and submit timely reports.

Skills

Accepting Direction

Demonstrating Accountability

Following Policies and Procedures

Education

Bachelor's degree

Job description

LDWF supports a strong work ethic in its employees and incorporates the use of good science, accurate information and technology. The Office of Wildlife exists to provide wise stewardship of Louisiana's wildlife and associated habitats and increase wildlife conservation awareness.

ADMINSTRATIVE PROGRAM SPECIALIST-A

This position provides administrative support to operations and employees assigned to Rockefeller Wildlife Refuge and White Lake Wetlands Conservation Area (roughly 30 employees in total). The position answers questions from the public and is responsible for a wide range of administrative functions, including timekeeping, procurement, safety coordination, property control, and managing reservations for onsite dormitories. This is a highly responsible and confidential position that independently performs many complex duties. This position acts as the backbone of the facilities by streamlining operations, improving efficiency, and supporting others to achieve the department's mission.

SELECTED CORE COMPETENCIES

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.

SELECTED PREFERRED COMPETENCIES

• Acting with Ethics and Integrity: The ability to make choices that reflect ethical standards, integrity and honesty, regardless of circumstances or personal benefit.
• Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Demonstrating Initiative: The ability to assess situations independently and take proactive steps to address them without being prompted or instructed by others.
• Displaying Expertise: The ability to demonstrate specialized knowledge, skills, and experience to apply subject‑matter expertise in diverse and evolving contexts.

• 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.

The official job specifications for this role, as defined by the State Civil Service, can be found here.

JOB DUTIES

Duties may include some or all of the following:

• Serve as the primary administrator for scheduling and managing reservations for the West End Dorm and General Quarters, which can accommodate up to 50 individuals at a time. Coordinate timely responses to inquiries from members of the legislature, local governments or the general public. Answer telephone calls and assist visitors with front desk inquiries.
• Prepare documents requested by staff, including interview materials, contracts, hold harmless agreements, legal documents, and other administrative paperwork.
• Serve as the facility safety coordinator with the ORM annual safety audit and compilation of related documents. Organizes safety training and maintains records of safety training. Advises field staff as to LDWF policy and procedures, safety requirements, training needs, and other rules and regulations pertaining to LDWF.
• Answers questions on policies and procedures and direct staff to the appropriate HQ contact when necessary.
• Act as the liaison between HR and employees regarding special leave requests (FMLA, parental, military, etc.). Ensure that all Human Resources confidential matters are processed in a timely manner. Serve as the time administrator for both Rockefeller Wildlife Refuge and White Lake Wetlands Conservation Area, as well as backup time administrator for another office if needed. Maintain time administration records, which include payroll reports, leave approvals, and overtime records.
• Develop and prepare product specs, purchase orders, low dollar orders, designated purchasing authorities, check requisitions, credit memoranda, and invoices.
• Enter data for items that may or may not require administrative approval.
• Maintain fleet records for vehicles and vessels such as daily vehicle/boat logs, preventative maintenance records, and ORM claim documents.
• Compile all WEX fuel, repair and maintenance charges for vehicles and vessels and submit timely reports.

POSITION- SPECIFIC DETAILS:

DOMICILE: This position will be domiciled in Cameron Parish.

APPOINTMENT TYPE: Job appointment, probational appointment, promotional, or detail to special duty.

If filled as a job appointment, there is a possibility that this position may be converted to a probational appointment should funding become available. Current permanent status classified state employees may be required to accept a probational appointment if selected.

COMPENSATION: The salary offered will be determined based on qualifications and experience.

Louisiana is a State as a Model Employer (SAME) that supports the recruitment, hiring and retention of individuals with disabilities. For more information on employment resources for individuals with disabilities, see the Louisiana Employment Resources Guide at

https://www.laworks.net/workforced/lrs/lrs_main.asp

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

Wildlife & Fisheries is an Equal Opportunity Employer.

FOR FURTHER INFORMATION ABOUT THIS VACANCY CONTACT:

Cassandra Louis

Department of Wildlife & Fisheries- Human Resources

P.O. Box 98000

Baton Rouge, LA 70898

[e-mail]