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ADMINISTRATIVE COORDINATOR 4

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ADMINISTRATIVE COORDINATOR 4

Salary

$2,732.00 - $4,682.00 Monthly

Location

Lafayette, LA

Job Type

Classified

Job Number

OAAS/DPT/209066

Department

LDH-Office of Aging & Adult Services

Opening Date

06/06/2025

Closing Date

6/21/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

About this Job

The Louisiana Department of Health is dedicated to fulfilling its mission through direct provision of quality services, the development and stimulation of services of others, and the utilization of available resources in the most effective manner.

LDH serves as a model employer for individuals with disabilities.

Minimum Qualifications

Three years of experience in administrative services.

EXPERIENCE SUBSTITUTION:

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

Job Specification

The official job specifications for this role, as defined by the State Civil Service, can be foundhere (https://apps01.civilservice.louisiana.gov/onestopjobinfo/DisplayJobSpec.aspx?JobCode=168070) .

Job Duties and Other Information

Job Duties:

The Office of Aging and Adult Services(OAAS) was formed within the Louisiana Department of Health (LDH) as a healthcare re-form initiative, bringing together long-term support and service programs located within LDH that serve the elderly and people with adult-onset disabilities .OAAS aims to develop ,provide ,and enhance services that offer meaningful choices for people in need of long-term care. The office is committed to developing along-term care system that provides choice, ensures quality, and meets the needs of consumers and caregivers in a fiscally responsible manner.

OAAS has an annual administrative budget of approximately $70million and provides services to approximately 30,000 participants (the elderly and people with adult-onset disabilities) through several large and complex Medicaid programs whose budgets total approximately $1.3 billion annually; including the Nursing Facility Admissions Program, Long-Term Personal Care Services Program, and two Medicaid Home and Community Based Services Waiver programs. OAAS also administers one state-operated health care facility, Protective Services, Program of All Inclusive Care for the Elderly (PACE)a nd other non-Medicaid grants and programs. OAAS state agency and regional office staff oversee programmatic operations, execute and monitor contracts, provide technical assistance to support coordination agencies and providers, and conduct monitoring and oversight activities to ensure compliance with federal regulations and state statutes and policies.

Division and Section Description:

The Program Operations Division includes five functional areas (Home and Community Based Services (HCBS);Nursing Facility Admissions (NFA) and Continued Stay Requests(CSR);Support Coordination; Provider Relations; and Training) and is responsible for administering the statewide programs and functions of the Division in assigned Area 2 (Regions 4, 5,6,7,and8)OAAS Regional Operations Offices throughout the state.

The Administrative Assistant 4 functions in support of the Medical Certification Manager 1 and Area 2 (Regions 4,5,6,7,and 8), performing highly responsible and complex duties for the Office of Aging and Adult Services (OAAS). This work must be done with a high degree of initiative ,requiring the incumbent to prioritize multiple job demands and to problem solve. Incumbent must manage detailed and complex work flows that involve various situations ,issues, and problems and will be required to respond to changes in priorities and multi-task as needed. The position requires excellent customer service and data management skills and at ho rough understanding of Microsoft applications. The incumbent is knowledgeable about and adheres to pertinent laws ,rules, regulations ,policies, and procedures of LDH, OAAS, Civil Service and appropriate state and federal licensing and governing bodies. Performs other duties necessary for smooth operation of OAAS.

ESSENTIALDUTIES:

20 % Safety Coordination

Serves as Loss Prevention Officer by implementing the Agency's safety program to ensure compliance with the Division of Administration(DOA)/Office of Risk Management (ORM)/Sedgwick (Third-Party Administrator), and LDH Division of Safety ,Security ,and Administrative Services’ requirements. Advises, directs and trains the agency's regional office safety coordinators statewide on agency safety policies, procedures ,requirements and their roles and responsibilities. Researches and issues information for required quarterly safety meetings to state office staff and shares information with regional office safety coordinators so that quarterly safety training is consistent across all of OAAS and incompliance with LDH.

Prepares and maintains state office quarterly safety meeting records and the state office safety manual. Prepares and submits accident/incident reports to the Louisiana Division of Administration, Office of Risk Management’s Third-Party Administrator(TPA), Sedgwick, and serves as agency liaison by providing requested information and answering questions. Assists regional office safety coordinators in completing and submitting accident/incident reports to required parties. Completes required DOA/ORM/Sedgwick safety training classes(5)and prepares for annual Office of Risk Management loss prevention (safety)audit, by reviewing what will be audited and updating documents, policies, etc. as needed.

Collects and submits all DA2054 forms to Administration and Finance staff annually or as new staff are onboarded. Tracks completion of LDH mandatory training requirements for all staff annually and as new staff are onboarded.

20% Payroll and Time Administration

Serves as timekeeper for assigned OAAS staff Maintains payroll and attendance records for assigned OAAS staff Provides oversight for attendance records and serves as back-up for time administrator for other OAAS timekeepers as needed Reviews, audits, and reconciles attendance records for accuracy and completeness Communicates with Human Resources and OAAS staff regarding questions and/or issues they may have concerning payroll, time entry, etc. Prepares Prior Period Adjustments(PPAs) as needed Monitors k-time, WAE hours worked, and other time earned/leave taken for compliance with OAAS and LDH work schedule and attendance policies and procedures Prepares and routes Work Schedule Forms(HR13s)and LDH Formal Telework Agreements (HR70s) in compliance with OAAS and LDH policies and procedures Serves as the Human Resources liaison between regional office and OAAS state office. Responsible for ensuring HR paper work is submitted and processed in a timely manner.

20 % Personnel and Records Management

Serves as Regional Human Resources liaison, collaborating with the OAAS State Office HR Liaison to ensure all HR paperwork for assigned staff/regions is submitted and processed in a timely manner Assists hiring managers with compiling, reviewing, and submitting accurate personnel action requests and forms for new, current, and terminating employees to the OAAS State Office HR Liaison Distributes circulars, newsletters, policy issuances, and announcements Ensures staff telework agreements, work schedule change forms, performance evaluation documents, position descriptions are updated as required per LDH and Civil Service policy and procedure.

15% Administrative Support Functions

Responds to questions on program rules and regulation. Maintains security regarding matters of a confidential nature. Provides help line support to answer questions on program rules and regulations and provides participants information on services.

Manages mail service delivery and distribution for the agency as assigned.

Prepares agendas, handouts, minutes, and other materials for key management and operational meetings. Prepares memos, letters, policy statements, and other routine and non-routine correspondence; creates templates for office use. Ensures that performance planning and evaluation documents for new and existing staff are routed for signature and returned to Human Resources by OAAS and LDH deadlines. Processes all in coming/outgoing mail for regional staff; manages and monitors the use of postage. Processes Regional email in boxes, creating e-files for linkages and sending items needed assignment to the applicable Manager.

10% Inventory Control, Property Management, and Purchasing

Responsible for inventory and organization of all general office supplies and toner. Receive and fulfill request as needed, create requisitions for items not on hand and/or for replacements. Conduct annual physical property inventory or OAAS State Office and submits all applicable forms to the Property Manager for review and approval by the LPAA imposed certification date or/as requested. Analyze and ensure all Property forms, including but not limited to, the Employee Equipment

Position-Specific Details:

This position is located within the Louisiana Department of Health / Office of Aging and Adult Services / Headquarters / Lafayette Parish

Announcement Number: OAAS/DPT/209066

Cost Center: 3201022004

Position Number(s): 150237

This vacancy is being announced as a Classified position and may be filled as a Probationary appointment.

Selected Core Competencies:

+ Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.

+ Demonstrating Accountability: The ability to accept ownership for your actions, behaviors, performance, and decisions.

+ Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.

Selected Preferred Competencies:

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

+ 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.

+ Solving Problems: The ability to discover solutions to problems.

How To Apply

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.*

A resume upload willNOTpopulate your information into your application. Work experience left off your electronic application or only included in an attached resume is not eligible to receive credit.

For further information about this vacancy contact:

Debbie Parris-Thymes

[email protected]

LA Department of Health (LDH)

Division of Human Resources

Baton Rouge, LA 70821

225-342-6477

This organization participates in E-verify, and for more information on E-verify, please contact DHS at 1-888-464-4218.

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 Year's Day

+ Martin Luther King, Jr. Day,

+ Mardi Gras,

+ Good Friday,

+ Memorial Day,

+ Independence Day,

+ Labor Day,

+ Veteran's 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/Your\_Retirement\_System.mp4) to give you more detailed information about their system

+ Teacher's Retirement System of Louisiana (www.trsl.org),

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

01

[ADi: 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.]

+ 1= I have no experience and/or am uncomfortable accepting direction

+ 2= I have limited experience or require assistance to accept direction

+ 3= I can accept direction

+ 4= I can accept directions and help others improve their ability to accept direction

02

[ADi: Explain your rating by providing specific and relevant examples in the box below.]

03

[DA: Rate your ability to demonstrate accountability based on our definition: The ability to accept ownership for your actions, behaviors, performance, and decisions.]

+ 1= I have no experience and/or am uncomfortable demonstrating accountability

+ 2= I have limited experience or require assistance to demonstrate accountability

+ 3= I can demonstrate accountability

+ 4= I can demonstrate accountability and help others improve their ability to demonstrate accountability

04

Copy OF [DA: Explain your rating by providing specific and relevant examples in the box below.]

05

SP: Rate your ability to solve problems based on our definition: The ability to discover solutions to problems.

+ 1= I have no experience and/or am uncomfortable solving problems

+ 2= I have limited experience or require assistance to solve problems

+ 3= I can solve problems

+ 4= I can solve problems and help others improve their ability to solve problems

06

SP: Explain your rating by providing specific and relevant examples in the box below.

Required Question

Employer

State of Louisiana

Address

For agency contact information, please refer to

the supplemental information above.

Louisiana State Civil Service, Louisiana, 70802

Phone

(866) 783-5462

Website

http://agency.governmentjobs.com/louisiana/default.cfm

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