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Administrative Program Specialist A - C

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Administrative Program Specialist A - C

Salary

$3,127.00 - $6,136.00 Monthly

Location

New Orleans, LA

Job Type

Classified

Job Number

CRT-2025-209914-PW

Department

Culture Rec & Tourism-State Museum

Opening Date

07/08/2025

Closing Date

7/21/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

About this Job

This is a fulltime position located at theState Museum in New Orleans, LA.

The mission of the Louisiana Department of Culture, Recreation and Tourism (CRT) is to preserve and enhance Louisiana's unique heritage and natural landscape, provide cultural, informational, and recreational resources, and promote the use of these resources by both residents and visitors.

The idea candidate should possess the following competencies:

Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.

Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.

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

Minimum 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.

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=168090) .

Job Duties and Other Information

Job Duties:

Purchasing & Project Management – 30%

+ Prepares and reviews certain bids for facilities and administrative services projects designated for museums throughout the state.

+ Procures through proper vendor selection, solicitation, evaluation of bids for price, delivery, terms and conditions, and awards to the lowest responsible and responsive vendor who bid meets the requirements set forth in the solicitation.

+ Manages vendor correspondence and follow-up regarding contract terms, deliveries, quality, and order changes or addendums.

+ Consults with other state agencies, directors, service providers, designers, architects, project managers, contractors, and contract engineers.

+ Responsible for all purchase orders for procurement of materials and equipment used by Maintenance Team, the Deputy Assistant Secretary, and the Director.

+ Assists in preparation and review of construction/maintenance and service agreement documents and expenditures for contracts, projects, and RFP’s.

+ Submits documents to the Office of Procurement for processing according to DOA State Purchasing Rules and Regulations and internal policy and procedures.

+ Manages all purchase requests for acquisitions, requisitions, and p-card purchases through the OnBase system.

+ Effectively manages accounting systems regarding expenditures, project funding sources, and day-to-day purchases by Maintenance Team, the Deputy Assistant Secretary, and the Director.

+ Purchases all equipment, supplies, and services by developing specifications that includes new technology, promote competition, and eliminates details, which may cause in delivery at an optimum price for the agency.

Procurement & Inventory Management – 30%

+ Manages purchasing and requisitioning of adequate inventories of supplies, materials, and equipment used by Maintenance Team, and work with Administrative Office staff on inventory audits.

+ Manages inventory for all maintenance; maintains inventory records, is responsible for all moveable state property; tagging, reporting, inventory, transferring or moving of state property and surplus or scrap property.

+ Monitors & audits district administrative and financial reports for correctness, completeness, spelling, grammar, required attachments and signatures. Ensures all data in reports, computer print outs, and budget reports are accurate prior to submission.

+ Records and reports items by class code & expenditure code, and tracks balances in each area; prepares receiving reports for all purchases.

+ Establishes and maintains records of Maintenance procurement transactions; establishes and maintains files of qualified vendors and procurement policies and procedure.

Administrative Program & Personnel Support – 30%

+ Maintains records incidental to all activities of the facility and facility services personnel.

+ Assures that all documents are submitted to the business office in a timely manner and within payroll deadlines.

+ Serves as a liaison between Maintenance Team, OSM Administration, and the OSM Business Office personnel on matters of administrative support.

+ Produces a written and/or photographic report on site visits to ensure proper management of maintenance projects, repairs, and general maintenance.

+ Establishes coordination program standards and guidelines based on ongoing evaluation of existing processes and practices.

+ Tracks annual expenditures on maintenance service agreements/contracts & works with Administrative Office to ensure that all agreement/contract commitments are honored.

+ Handles complaints or questions regarding discrepancies.

Training – 10%

+ Provides ongoing staff training and/or review on the proper use of the Internet and email, other state department sites for information requested by the public, ISIS for state purchasing, and other sites as needed for effective communication flow.

+ Conducts maintenance team meetings as necessary.

+ Manages the telephone systems for the LSM.

+ Serves as an ambassador.

Performs other related duties as assigned to a high degree of excellence.

Position-Specific Details:

Appointment Type:Probational; Current classified, permanent status state employees may be required to take a probational appointment if offered the position.

Work Schedule:Fulltime, Monday-Friday; May be required to work overtime and travel.

Career Progression: This position is in a career progression group up to anAdministrative Program Specialist C. This position may be filled as an Administrative Program Specialist A, B, or C based on the qualifications of the applicant selected.

How To Apply:

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

To apply for this vacancy, click on the “Apply (https://www.governmentjobs.com/careers/louisiana) ” link 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. *

The Office of the Lieutenant Governor and the Department of Culture, Recreation and Tourism are participants in the E-Verify system for identification and employment eligibility purposes.

Louisiana as a State, is a Model Employer for People with Disabilities.

Contact Information:

For further information about this vacancy contact:

Pacee Wallace

Department of Culture, Recreation, & Tourism

1051 N. 3rdStreet

Baton Rouge, LA 70802

Phone: 225-342-8202

[email protected]

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

CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.

+ 1= I have no experience and/or am uncomfortable communicating effectively

+ 2= I have limited experience or require assistance to communicate effectively

+ 3= I can communicate effectively

+ 4= I can communicate effectively and help others improve their communication

02

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

03

MR: Rate your ability to manage resources based on our definition: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.

+ 1= I have no experience and/or am uncomfortable managing resources

+ 2= I have limited experience or require assistance to manage resources

+ 3= I can manage resources

+ 4= I can manage resources and help others improve their ability to manage resources

04

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

05

TCr: Rate your ability to think critically based on our definition: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.

+ 1= I have no experience and/or am uncomfortable thinking critically

+ 2= I have limited experience or require assistance to think critically

+ 3= I can think critically

+ 4= I can think critically and help others improve their ability to think critically

06

TCr: 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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