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ADMINISTRATIVE PROGRAM MANAGER 1

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ADMINISTRATIVE PROGRAM MANAGER 1

Salary

$3,345.00 - $6,566.00 Monthly

Location

Leesville, LA

Job Type

Promotion

Job Number

415-25-125 LSD

Department

DOC-Adult Probation & Parole

Opening Date

11/04/2025

Closing Date

11/9/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

About this Job

Louisiana Department of

Public Safety & Corrections –

Corrections Services

Division of Probation & Parole – Adult

https://doc.la.gov/

LEESVILLE DISTRICT

Leesville, Louisiana

At the Louisiana Department of Corrections, our mission is to promote public safety and strengthen communities through fair, professional, and responsive corrections services. We are committed to protecting the people of Louisiana with integrity, accountability, and a deep respect for the rights and dignity of all.

This is apromotional opportunityfor current LA Department of Corrections employees who have permanent status and are ready to advance in their career.

This position functions as the Office Manager for the Leesville District Office. Position serves as first line supervisor for support staff and as administrative assistant to the District Manager. Position is responsible for Human Resources functions within the district, purchasing, mail operations, property control, inventory control, vehicle management, rental and leases, security and telecommunications, and daily management of the office.

AN IDEAL CANDIDATE SHOULD POSESS THE FOLLOWING COMPETENCIES:

+ Driving Results: The ability to identify important goals and work to achieve them.

+ 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 generate ideas, manipulate ideas, and make unconventional connections to develop original approaches.

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=170680) .

Job Duties and Other Information

Job Duties:

+ Conducts interviews for hiring of new support staff members. Trains employees on current procedures/revisions of forms, correspondence and investigations. Orientates new support staff on policy and procedure. Acts as liaison between clerical staff and officers on departmental policies and procedures. Creates administrative and clerical procedures relating to changing job assignments. Assigns and reviews work of subordinates and reassigns job duties for more challenging job assignments and efficient operation of the office. Observes daily activities of subordinates and prepares annual performance ratings. Approves or denies leave requests and monitors the use of leave of subordinates to ensure adequate coverage.

+ Relieves District Manager of all minor administrative matters by handling routine requests for reports and information from Headquarters, Parole and Pardon Boards, local judges, local law enforcement and the general public. Prepares correspondence, hearings, motions and orders, warrants and long format investigative reports for officers, supervisors and District Manager. Prepares confidential reports and correspondence of varying formats and complexities for District Manager and supervisors. Records and monitors training hours on district employees to ensure they receive the correct number of hours required by the Department. Schedules employees for training as needed.

+ Maintains and updates administrative manuals as changes are received on: Departmental Policy and Procedures, Civil Service, Departmental Regulations, Probation and Parole Officer’s manual, payroll, Department of Corrections Credit Union, Group Benefits and LASERS.

+ Serves as liaison for State Archives. Completes documents on a daily basis for retrieval of cases stored at the State Archive Facility. Logs information reflecting cases being requested, received and returned. Prepares necessary documents for state archives referencing cases being shipped to the facility.

+ Maintains and secures all confidential files relating to district.

+ Responsible for paperwork involved in the assignment of weapons, badges, handcuffs, bulletproof vests, etc.

+ Maintains keys to ammunition and weapons storage cabinets and keys to building.

+ Prepares required paperwork for new hires, resignations, transfers, retirees, promotions, demotions and details to special duty. Assists employees with documents for health and life insurance, flexible benefits and miscellaneous insurances.

+ Prepares paperwork for employees regarding credit union applications/memberships/loans and assists with opening/modifying and/or closing accounts. Serves as liaison with DOC Credit Union to answer any questions or concerns an employee may have.

+ Reviews all performance evaluation forms for completeness and accuracy before forwarding to P&P Human Resources. Keeps supervisors abreast of any changes in the rating system.

+ Prepares time and attendance documents for all staff and enters into LaGov System. Audits the bi-weekly time entries by utilizing LaGov reports.

+ Prepares prior period adjustment forms on all corrections for the District Office. Retrieves reports from LaGov such as Time Entry Audit Report, Time Workflow Audit Report, eCertification Report, Absence Quota Report, etc. on a bi-weekly basis.

+ Coordinates with P&P Human Resources Office for employees involved in on-the-job accidents and injuries.

+ Adds new cases to CAJUN/Case Management on-line data systems. Updates/modifies/corrects as needed, information into the CAJUN/Case Management systems on cases as their situations change due to arrests, revocations and termination of supervision.

+ Performs/supervises CAJUN Mapper Manual Function searches to verify accuracy of information entered into the system and arrange for the information to be corrected or completed as necessary, to pull statistical information for the District manager or supervisors and to match distinguishing characteristics for local law enforcement agencies for possible matches for the CAJUN database for wanted criminal suspects.

+ Prepares Diminution Release Certificates when requested by the Office of Adult Services.

+ Serves as the district’s Tac Operator for NCIC equipment. Inquires and retrieves federal rap sheets on a daily basis, utilizing Omnixx and provides P&P officers information on wanted individuals. Attends required training provided through State Police.

+ Prepares requisitions for supplies and forms for each fiscal year. Prepares forms requesting payment from Headquarters for supplies/services purchased by the district office. Verifies cost and request purchase order numbers for purchasing of needed supplies and repairs to state vehicles.

+ Reconciles and assembles VISA statements monthly, verifying all charges are valid. Submits statement to Headquarters Business Office and the Regional Office.

+ Arranges repair/replacement of broken telecommunication equipment. Coordinates with Office of Telecommunications, P&P Business Office, Bell South and Lucent Technologies in scheduling repairs on telephones. Enforces rules relating to phone usage and informs employees of policies.

+ Prepares monthly receiving reports for payment of rent on office space, copy machines, postage meters, mailing machines and scales.

+ Assists District Manager in working with landlord to schedule repairs and maintenance of building and grounds. Physically locates and checks each piece of equipment and furniture in the district annually. Reconciles records with Headquarters’ printout of district inventory of equipment.

+ Monitors condition of office equipment to arrange for repair or replacement when needed. Monitors amount of supplies to ensure district maintains an adequate amount of supplies/forms for daily operation.

+ Tags and compiles all necessary information to complete transmittals on all new office equipment, furniture, automobiles, etc. and submits to P&P Business Office to enter into district’s physical inventory.

+ Prepares memos requesting to have damaged/worn out property removed from inventory and coordinates with LPAA to have picked up by representatives from state surplus.

+ Ensures the compliance of the district office with the State and Department rules and regulations pertaining to property control.

+ Compiles, maintains and reviews driver’s records of all personnel authorized to drive state vehicles or personal care to conduct state business, as these records are subject to the Office of Risk Management audit at any time. Pulls on line driving records for annual review of employees’ driving history for citations and insurance coverage.

+ Prepares home storage forms reflecting updates on drivers of vehicles and on-going changes such as addresses. Notifies P&P Human Resources of new drivers for keying of tax record into LaGov and when changes occur with a driver.

+ Enters monthly vehicle logs into the Protégé system verifying gas usage, mileage and maintenance performed on the unit. Retrieves and files vehicle utilization and maintenance report on each vehicle with monthly log.

+ Monitors employees’ Defensive Driving Certification and schedules driver re-certification training when employees’ certificate expires.

+ Prepares necessary forms for payments of repair/maintenance of the state vehicles assigned to the district.

+ Receives mail sent to district via post office, email, (Interstate Compact), or fax. Date stamps mail, sorts and researches records to establish routing or investigations and distributes all on a daily basis.

+ Retrieves pre-parole investigations on a daily basis through CAJUN. Pulls closed files and/or miscellaneous material on offenders.

+ When check is received, available monies are funded over fax modem utilizing the Postage by Phone program utilized through Pitney Bowes. Monitors postage use ensuring district does not exhaust postage before the postage check is received. Prepares monthly report on postage used and amount remaining in the district.

+ Prepares all correspondence for mailing on a daily basis.

+ Performs miscellaneous duties as assigned.

+ Work with: P&P Officers, P&P Specialist, P&P Supervisors and District Manager

Position-Specific Details:

Appointment Type: Promotion of a permanent, classified employee of LA DPS&C - CORRECTIONS SERVICES (Adult DOC)

+ The selected employee may be required to serve a trial detail prior to being permanently promoted, or may be required to accept a probational appointment.

The Louisiana Department of Public Safety and Corrections - Corrections Services is an Equal Opportunity Employer and does not discriminate based on any non-merit factor including disability.

Note regarding the advertised pay range: The maximum amounts listed are the maximum salary amounts a person can make at each level over their career and NOTthe amount we are allowed to pay a new hire.

Other Important Information:

+ Any degree, certificate, special license, or DD-214 must be verified by official documentation prior to hire.

+ Any qualifying experience that is based on college credit/college hours should have an accompanying transcript for verification.

+ This Agency is a Drug Free Workplace.

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” 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.

*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 acceptedin lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

+ To view and apply to any of our other postings we currently have available, click HERE.

For further information about this vacancy contact:

Laura Guillory

Probation & Parole Human Resources Department

[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

Are you currently a permanent classified employee of the Department of Corrections/Corrections Services (Adult DOC)?

+ Yes

+ No

02

DR: Rate your ability to drive results based on our definition: The ability to identify important goals and work to achieve them.

+ 1= I have no experience and/or am uncomfortable driving results

+ 2= I have limited experience or require assistance to drive results

+ 3= I can drive results

+ 4= I can drive results and help others improve their ability to drive results

03

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

04

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

05

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

06

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

07

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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