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Administrative Program Specialist A or B (Administration)

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Administrative Program Specialist A or B (Administration)

Salary

$3,127.00 - $6,136.00 Monthly

Location

Baton Rouge, LA

Job Type

Classified

Job Number

DCE-OAD-2025-215494-MMR

Department

DCE-Department of Conservation and Energy

Division

Office of Administration

Opening Date

12/05/2025

Closing Date

12/17/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

About this Job

Office of Administration – Human Resources Division

The Office of the Administration (OAD) is responsible for providing quality fiscal, human resources, and administrative services to ensure the achievement of the mission and objectives of the Department of Conservation and Energy (DCE).

The Human Resources Division delivers a comprehensive range of services to applicants, employees, and leadership across the Department of Conservation and Energy (DCE). Our areas of expertise include: Employee Administration, Employee Relations, Benefits Administration, Civil Service Rules, Classification and Pay, Performance Management, Talent Acquisition, Time and Attendance, and Training and Development. We are committed to providing responsive, knowledgeable, and solutions-oriented support that strengthens our workforce and aligns with the Department’s mission.

The ideal 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.

+ Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals.

+ Focusing on Customers: The ability to serve the needs of those who support and/or rely on the services provided.

+ 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.

+ Thinking Strategically:The ability to generate insights and identify opportunities for future growth of the organization.

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

The Administrative Program Specialist A or B serves as a key administrative resource within the Human Resources Division of the Department of Conservation and Energy (DCE). This position independently manages several critical HR operational functions, including serving as the agency safety coordinator, badge and parking coordinator, and property liaison for the Human Resources Division. The role is responsible for records management, completing employment verifications, and providing oversight of the timekeeping function for the agency. Additionally, the position assists with special projects as assigned by the Human Resources Director and/or Manager, acts as office manager, and manages supplies for the Human Resources Division to ensure smooth daily operations.

Duties and responsibilities include, but are not limited to the following:

+ Serves as the Loss Prevention Program Coordinator for DCE, managing the agency’s overall safety program in compliance with applicable state and federal regulations.

+ Oversees the development, updates, and maintenance of all safety policies and procedures, including the Department’s Safety Manual.

+ Plans and distributes quarterly safety topics to all DCE employees, ensuring attendance and compliance with required safety training.

+ Ensures timely enrollment and completion of training for all assigned floor wardens and safety officers; provides support and guidance as needed.

+ Acts as the agency liaison and primary point of contact for workers’ compensation incidents, ensuring timely completion and submission of all required documentation to the Office of Risk Management (ORM) and Sedgwick.

+ Serves as the dedicated time and attendance subject matter expert, providing support to employees, timekeepers, and management.

+ Provides functional supervision, technical support, guidance, and training to DCE timekeepers, including reviewing reports, recommending corrective actions, and performing audits; notifying supervisors when prior period adjustments (ePPAs) are needed.

+ Offers guidance and training on Cross Application Timesheets (CATS), assisting employees and timekeepers with self-entry processes for attendance, leave hours, and costing.

+ Manages the agency’s physical and electronic filing systems for all human resources-related documents, ensuring compliance with the agency’s records retention policy.

+ Leads the digitization of HR records and ensures accurate, timely maintenance of electronic personnel files.

+ Maintains a clean, organized file room and ensures all documentation is properly filed and readily accessible.

+ Builds and updates personnel files for new hires, transfers, and separations, ensuring all public and confidential records are accurately maintained.

+ Serves as a confidential assistant to the HR Director and Manager;

+ Serves as the first point of contact for the Human Resources Division, greeting all guests—including employees—both in person and by phone upon entering the HR Suite.

+ Engages with guests to identify their needs and directs them or their calls to the appropriate HR team member in a timely and professional manner.

+ Answers the HR Division’s main phone line; responds to general inquiries and ensures calls are accurately and efficiently routed.

+ Coordinates and oversees all planning and implementation of the State Combined Charitable Campaign fundraising efforts, in partnership with the Public Information Office.

+ Performs additional duties and special projects as assigned by the HR Manager or HR Director.

Position-Specific Details:

Appointment Type: This position may be filled as a classified probationary appointment or as a job appointment. In the event that funds become available for a permanent position, the employee may be converted to a probational appointment.

Career Progression: This position may be filled as an Administrative Program Specialist A or B, depending on the level of experience of the selected applicant.

Work Schedule:Traditional 8 hour work week (Monday - Friday), start and end times flexible.

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

Title/Level

Administrative Program Specialist A (https://apps01.civilservice.louisiana.gov/onestopjobinfo/DisplayJobSpec.aspx?JobCode=168090)

Administrative Program Specialist B

Pay Level

AS-613 (https://apps01.civilservice.louisiana.gov/onestopjobinfo/JobViewPayLevels.aspx?Schedule=AS&PayLevel=613)

AS-614

Hourly Range

$18.04 - $35.40

$19.30 - $37.88

Monthly Range

$3,127 - $6,136

$3,345- $6,566

Annual Range

$37,523 - $73,632

$40,144 - $78,790

**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 andnot the amount we are allowed to pay a new hire.

DECEMBER 2025 GRADUATES: For recruitment purposes, applicants who are within 90 days of graduating in December 2025 with a bachelor’s degreemay be eligible for this position.

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 the position must be included in the application (i.e., relevant, detailed experience/education). Resumeswill notbe accepted in lieu of completed education and experience sections. Applications may be rejected if incomplete.

For further information about this vacancy, contact:

Human Resources

Department of Conservation and Energy

PO Box 94396

Baton Rouge, LA 70804-9396

Email:[email protected] ([email protected])

Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.

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

Do you anticipate graduating with a baccalaureate or graduate degree from a college or university accredited by a regional accrediting body in the next 90 days?

+ Yes

+ No

02

What is your anticipated date of graduation? If you answered "No" to the above question, enter N/A.

03

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

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

+ I have limited experience or require assistance to communicate effectively

+ I can communicate effectively

+ I can communicate effectively and help others improve their communication

04

Explain the above rating by providing specific and relevant examples in the box below.

05

Rate your ability to focus on customers based on our definition: The ability to serve the needs of those who support and/or rely on the services provided.

+ I have no experience and/or am uncomfortable focusing on customers

+ I have limited experience or require assistance to focus on customers

+ I can focus on customers

+ I can focus on customers and help others improve their ability to focus on customers.

06

Explain the above rating by providing specific and relevant examples in the box below.

07

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

+ I have no experience and/or am uncomfortable thinking strategically

+ I have limited experience or require assistance to think strategically

+ I can think strategically

+ I can think strategically and help others improve their ability to think strategically

08

Explain your above 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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