ADMINISTRATIVE PROGRAM SPECIALIST-A ROCKEFELLER

State of Louisiana; Louisiana; On-site; USD 40,000 - 60,000; Full time

Job summary

State of Louisiana invites applications for an Administrative Program Specialist-A to support Rockefeller Wildlife Refuge and White Lake Wetlands Conservation Area. The role handles front desk activities, timekeeping, procurement, safety coordination, and complex administrative duties essential to streamlining operations.

The position requires navigating HR processes, coordinating with staff, and ensuring compliance with state rules.

Qualifications

• Three years of experience in administrative services, or six years in any field, or a bachelor's degree.
• Experience substitution: up to four years via 30 semester hours per year.

Responsibilities

• Serve as the primary administrator for scheduling and reservations for dorms and coordinating inquiries.
• Prepare staff documents including contracts and hold harmless agreements.
• Act as facility safety coordinator and maintain safety training records.
• Direct staff to appropriate HQ contacts for policy questions.
• Serve as HR liaison for leave requests and manage time administration records.
• Develop and prepare purchasing documents and invoices.
• Maintain fleet records and compile vehicle/vessel expenses.

Skills

Accepting Direction

Accountability

Policies & Procedures

Ethics & Integrity

Effective Communication

Initiative

Subject-matter Expertise

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.

ADMINISTRATIVE 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.

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.

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, provisional 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 provisional appointment should funding become available. Current permanent status classified state employees may be required to accept a provisional appointment if selected.

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

APPLICATION INFORMATION

No Civil Service test score is required in order to be considered for this vacancy.

Information to support your eligibility for the position must be included in the application (i.e., relevant, detailed experience/education). Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

Any qualifying experience that is based on college credit/college hours should have an accompanying transcript for verification. A criminal background check will be required of all selected applicants. Any degree, certificate, special license, or DD-214 must be verified by official documentation prior to hire.

If you are applying for a position which requires a baccalaureate and/or master's degree you may apply 90 days prior to receipt of your degree, however, the effective date of the appointment cannot be prior to your graduation date.

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/workforcedev/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]