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Administrative Program Specialist A

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Administrative Program Specialist A

Salary

$3,127.00 - $6,136.00 Monthly

Location

Baton Rouge, LA

Job Type

Classified

Job Number

OSR 110425 ERG

Department

Division of Administration

Division

Office of State Register

Opening Date

11/04/2025

Closing Date

11/9/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

About this Job

The Division of Administration/Office of State Register has a vacancy. This job title has an assigned pay grade of AS-613.

The incumbent of this position provides administrative and editorial support to all aspects of Office of the State Register operations. Duties include: preparing administrative law documents for publication in the Louisiana Register, serving as office accountant, office operations manager and web coordinator. The incumbent works with a high level of independence on complex projects, using a variety of highly complex software programs, and is counted on to exercise professional judgment on a daily basis on a large number of issues. The incumbent is responsible for the overall accounting for the Office of the State Register, performing over 1,200 individual accounting transactions yearly, and for updating and maintaining our accounting software database. These transactions provide for the Office of the State Register’s fiscal revenue. The incumbent also performs audits (daily and monthly) to reconcile office accounting with Finance and Support Services reported deposits. Any discrepancies are to be reviewed and examined with the Finance and Support Services liaison. The Office of the State Register is responsible for providing the certified administrative rules of the State of Louisiana in accordance with the Administrative Procedure Act, R.S. 49:950 et seq. These are provided to all interested parties through electronic monthly publication of the Louisiana Register, followed by compilation of all rules and their amendments into volumes of law known as the Louisiana Administrative Code (approximately 140 volumes) on an ongoing basis. The Office of the State Register serves as publisher for state agencies involved in rule making and provides a range of editorial services to facilitate the accurate composition, compilation, amending, indexing, publishing, and distribution of the administrative rules for the State of Louisiana. Administrative rules have the force of law. The Louisiana Register and the Louisiana Administrative Code are vital research tools for state and federal agencies, courts of law on both state and federal levels, attorneys, private industry, and the general public. Sales of the Louisiana Register, Louisiana Administrative Code and publication charges provide funds for the operation of the Office of the State Register whose revenues for operation are self-generated.

The Division of Administration is the state government’s management arm and the hub of its financial operations. Division offices perform a wide variety of activities including the following:

+ Overseeing the state’s capital construction program

+ Working to provide state and federal grants for community development

+ Development of the state budget

+ Providing technology services

+ Giving agencies guidance in the state purchasing and contracting process as they seek goods and services

+ Administering a program that provides federal funds to help Louisiana residents recover from a series of devastating hurricanes

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

+ 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.

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

conclusion.

+ Using Data: The ability to use relevant and valid data to inform a recommendation for action.

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:

+ Edit and codify copy submitted for publication in the Louisiana Administrative Code and the Louisiana Register, following specific guidelines. Deadline for receipt of copy from state agencies is noon on the 10th of each month. Proofreading must be done as quickly as possible in order to meet publication deadline of the 20th of every month as mandated by law. Works independently logging, editing, codifying, and storing incoming documents (Executive Orders, Emergency Rules, Notices, Rules, Legislation, and Potpourri) on a customized automated document processing system. Responsibilities also include helping monitor computer process flow during book production of the Louisiana Register and the Louisiana Administrative Code.

+ Serve as office accountant--- produce and reconcile daily and monthly sales reports for Louisiana Administrative Code and Louisiana Register sales. Process billing data for state agency publishing charges in the Louisiana Register in excess of $400,000 per year. Collect data for statistical reports regarding the sales of the Louisiana Administrative Code and the Louisiana Register for review of potential advertising strategies. Accumulate data necessary for determining the prices of the Louisiana Administrative Code and the Louisiana Register and the price increase/decrease of publication charges to state agencies for publishing in the Louisiana Register resulting in collections in excess of $400,000 in self-generated revenue.

+ Serve as office manager—manage the overall operations of the Office of the State Register, including but not limited to: payroll, payables, receivables, personnel reporting, maintains data bases, generates reports, performs certification and eligibility duties, and administers and oversees all office contracts.

+ Serve as a website coordinator—post and edit documents on the Office of the State Register website as needed using current website software and interact with Louisiana Register editor as to web functioning and design.

+ Serve as confidential assistant to the director—compose reports for reproduction and/or wide distribution; maintain general, permanent and confidential correspondence files and other various records on office activities.

Position-Specific Details:

Appointment Type: This vacancy will be filled by new hire or by promotion of a current permanent status classified employee.

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

How To Apply:

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

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.

A criminal history check may be conducted on all new hires as well as employees changing positions including promotions, demotions, details, reassignments and transfers.

Also, prospective employees may be subject to pre-employment drug testing. New hires will be subject to employment eligibility verification via the federal government's E-verify system.

*Information to support your eligibility for this job title 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.

Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application. The selected candidate will be required to submit original documentation upon hire.

For further information about this posting, please contact:

Erica R. Gay

HR Specialist

Division of Administration/Office of Human Resources

email: [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

DE: Rate your ability to display expertise based on our definition: The ability to exhibit specialized skills or knowledge gained from experience or training.

+ 1= I have no experience and/or am uncomfortable displaying expertise

+ 2= I have limited experience or require assistance to display expertise

+ 3= I can display expertise

+ 4= I can display expertise and help others improve their ability to display expertise

04

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

05

MAJ: Rate your ability to make accurate judgments based on our definition: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.

+ 1= I have no experience and/or am uncomfortable making accurate judgments

+ 2= I have limited experience or require assistance to make accurate judgments

+ 3= I can make accurate judgments

+ 4= I can make accurate judgments and help others improve their ability to make accurate judgments

06

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

07

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

08

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

09

UD: Rate your ability to use data based on our definition: The ability to use relevant and valid data to inform a recommendation for action.

+ 1= I have no experience and/or am uncomfortable using data

+ 2= I have limited experience or require assistance to use data

+ 3= I can use data

+ 4= I can use data and help others improve their ability to use data

10

UD: 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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