Job Information
Louisiana Department of State Civil Service Administrative Program Specialist A (Child Care Assistance Program) in Baton Rouge, Louisiana
Administrative Program Specialist A (Child Care Assistance Program)
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Administrative Program Specialist A (Child Care Assistance Program)
Salary
$2,978.00 - $5,843.00 Monthly
Location
Baton Rouge, LA
Job Type
Classified
Job Number
LDOE50603121-093024RK-EC
Department
Education-State Activities
Opening Date
09/23/2024
Closing Date
9/29/2024 11:59 PM Central
Description
Benefits
Questions
Supplemental Information
This position is located in Baton Rouge, LA
Office of Early Childhood Operations - CCAP Household Eligibility
Job Focus Areas:
This position is located within the Office of Teaching and Learning - Early Childhood Operations and reports directly to the classified Program Manager 2-SS. The person in this position is primarily responsible for all transactional functions regarding the Child Care Assistance Program and EdLink such as bi-weekly staff payroll and contract submission for entities that provide programmatic support. The Administrative Program Specialist A is responsible for providing administrative support for the Directors in addition to office management support for the large staff of the Child Care Assistance Program (CCAP).
Some of the duties and responsibilities that will be performed in this position include, but are not limited to the following:
Leads the fiscal management of the Child Care Assistance Program(CCAP) and Edlink
Coordinates with other Early Childhood Department Administrators in the submission of required Federal reports to regulatory agencies within timelines
Drafts correspondence and reports to sub-recipients and contractors, Federal program agencies and auditors as related to all program administered by the CCAP
Develops and implements internal policies and procedures to ensure a smooth workflow
Prepares responses, correspondence on complex and sensitive matters such as program administration, human resource issues, etc
Assists in all aspects of administrative office work functions and federal and state program operations required for compliance with Agency, State, and Federal requirements
Maintains time and attendance records for Child Care Assistance staff and call/contact center
Maintains the equipment inventory and surpluses equipment as needed for the Division
Maintains knowledge of Division policies, programs, and federal and state regulations
Processes all procurement and purchasing transactions for the Division
Supports the offices in preparing for monthly conferences, webinars, trainings, and quarterly meetings
Prepares and tracks professional services contracts for the Division
Provides assistance in hosting trainings, webinars, conference calls and other trainings
Performs other duties as requested by the Directors, Chief of Staff or Deputy Superintendent.
Performs responsible duties related to the proper operation, coordination, and management of at least two of the following administrative functions:
Payroll, and purchasing.
Candidates with the following skills and competencies are encouraged to apply:
Experience in an administrative position working with payroll and contracts and be proficient in Microsoft Office, Mail Merge, and Google Docs. Experience utilizing the State's systems Metastorm, LaGov, and ProAct.
Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
Making Accurate Judgments:The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.
Using Data: The ability to use relevant and valid data to inform a recommendation for action.
Accepting Direction:The ability to accept and follow directions from those higher in the chain of command.
Acting Decisively:The ability to make decisions quickly and effectively.
Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.
Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.
Managing Systems: The ability to predict and manage the effects of actions on interrelated or interacting components of a team, department, or organization.
Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity.
Working with Financial Information: The ability to use financial data to guide, drive, and convey the financial standing and/or outlook of an organization.
**Note regarding the advertised pay range: The maximum amount listed is the maximum salary a person can make over their career,NOT the maximum amount we are allowed to pay a new hire.
One position is available and it is located in Baton Rouge, LA.The person hired for this position is expected to regularly report to the Baton Rouge office. This position may be filled by a probationary new hire, or by promotion of any current permanent classified Louisiana state employee. Current permanent classified state employees may be required to accept a probationary appointment, if selected.
You may attach a resume;however only the information listed on the online application will be considered to determine qualification. All education, prior experience, including dates related to education and prior experienceMUSTbe listed on the online application.
To be considered for this position, you are encouraged to attach a copy of your college transcript(s) to your online application.
No Civil Service testscore 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.
NOTE: 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.
For further information about this vacancy contact:
ldoejobs@la.gov
Louisiana Department of Education – Human Resources
PO Box 94064
Baton Rouge, LA 70804
Louisiana is a State as a Model Employer for People with Disabilities.
Minimum Qualifications
MINIMUM QUALIFICATIONS:
A baccalaureate degree.
SUBSTITUTIONS:
Six years of full-time work experience in any field may be substituted for the required baccalaureate degree.
Candidates without a baccalaureate degree may combine work experience and college credit to substitute for the baccalaureate degree as follows:
A maximum of 120 semester hours may be combined with experience to substitute for the baccalaureate degree.
30 to 59 semester hours credit will substitute for one year of experience towards the baccalaureate degree.
60 to 89 semester hours credit will substitute for two years of experience towards the baccalaureate degree.
90 to 119 semester hours credit will substitute for three years of experience towards the baccalaureate degree.
120 or more semester hours credit will substitute for four years of experience towards the baccalaureate degree.
College credit earned without obtaining a baccalaureate degree may be substituted for a maximum of four years full-time work experience towards the baccalaureate degree. Candidates with 120 or more semester hours of credit, but without a degree, must also have at least two years of full-time work experience to substitute for the baccalaureate degree.
NOTE: Any college hours or degree must be from an accredited college or university.
Job Concepts
Function of Work:
To perform responsible, administrative functions in support of an organizational unit.
OR
To manage a specialized departmental or statewide program.
Level of Work:
Entry.
Supervision Received:
General from higher-level supervisory personnel.
Supervision Exercised:
May supervise 1-2 lower level personnel.
Location of Work:
May be used by all state agencies.
Job Distinctions:
Note: Agency impact, hierarchy, and reporting relationship patterns will be considered when making allocations to this level.
Differs from Administrative Coordinator 4 by the presence of professional duties that involve a variety of administrative functions or responsibility for a specialized departmental or statewide program.
Differs from Administrative Specialist--B by the absence of a moderate degree of complexity, impact, or independence in assigned duties and program areas.
Examples of Work
ADMINISTRATIVE FUNCTIONS
Performs responsible duties related to the proper operation, coordination, and management of at least two of the following administrative functions:
Laundry, Mail Operations, Printing, Telecommunications, Vehicle Management, Dietary, Facility Maintenance, Risk Management, Inventory Control, Purchasing, Records Management, Rentals and Leases, Safety, Security, Budget, Contracts/Grants, Fiscal Management (payroll, payables, receivables, etc.), Information Technology, and Personnel.
PROGRAM MANAGEMENT
Manages the operations of a departmental or statewide program, including fiscal responsibility for purchasing and budgetary reporting.
Establishes, implements, and revises (as necessary) the program's standards and guidelines.
Coordinates program information by maintaining databases, generating reports, and ensuring information integrity; may require presentation of information in workshops, meetings, etc.
Performs certification and eligibility duties as it relates to the program.
Ensures program compliance to Federal and State regulations.
Administers contracts (such as property leases and service agreements) as they pertain to the program.
May supervise a small program support staff.
May require a special license and/or continuing education in the program field.
May serve as a member of a board or committee relevant to the program's mission.
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
I understand that information on this application may be subject to investigation and verification and that any misrepresentation or material omission, including on my responses to supplemental questions, may cause my application to be rejected, my name to be removed from the eligible register, and/or subject me to disqualification from future job opportunities and/or dismissal from state service.
Yes
No
02
I understand that this position is located in Baton Rouge, LA and that if hired, I am expected to regularly report to the Baton Rouge office.
Yes
No
03
Do you have experience in completing payroll for a large staff?
Yes
No
04
If you answered YES to the previous question, please indicate length of experience and list the state agencies you performed this duty for. Reference this experience from you application (not resume). If you answered NO, enter "N/A":
05
Do you have experience completing state contracts?
Yes
No
06
If you answered YES to the previous question, please indicate length of experience and list the state agencies you performed this duty for. Reference this experience from you application (not resume). If you answered NO, enter "N/A":
07
Do you have experience working in a fast paced environment with multiple supervisory requests?
Yes
No
08
If you answered YES to the previous question, explain the length of your experience and duties performed. Reference this experience from your application (not resume). If you answered NO, enter "N/A":
09
Have you ever worked remotely?
Yes
No
10
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.
I have no experience and/or am uncomfortable accepting direction
I have limited experience or require assistance to accept direction
I can accept direction
I can accept directions and help others improve their ability to accept direction
11
Explain your rating by providing specific and relevant examples in the box below.
12
Rate your ability to act with ethics and integrity based on our definition: The ability to be consistent, honest, and a trustworthy steward of State resources.
I have no experience and/or am uncomfortable acting with ethics and integrity
I have limited experience or require assistance to act with ethics and integrity
I can act with ethics and integrity
I can act with ethics and integrity and help others improve their ability to act with ethics and integrity
13
Explain your rating by providing specific and relevant examples in the box below.
14
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.
I have no experience and/or am uncomfortable making accurate judgments
I have limited experience or require assistance to make accurate judgments
I can make accurate judgments
I can make accurate judgments and help others improve their ability to make accurate judgments
15
Explain your rating by providing specific and relevant examples in the box below.
16
Rate your ability to manage time based on our definition: The ability to control your time to increase effectiveness, efficiency, or productivity.
I have no experience and/or am uncomfortable managing time
I have limited experience or require assistance to manage time
I can manage time
I can manage time and help others improve their ability to manage time
17
Explain your rating by providing specific and relevant examples in the box below.
18
Rate your ability to work with financial information based on our definition: The ability to use financial data to guide, drive, and convey the financial standing and/or outlook of an organization.
I have no experience and/or am uncomfortable working with financial information
I have limited experience or require assistance to work with financial information
I can work with financial information
I can work with financial information and help others improve their ability to work with financial information
19
Explain your rating by providing specific and relevant examples in the box below.
20
Are you a current employee of the Louisiana Department of Education? Please note - teachers and other employees of the school system are NOT considered employees of the LA Department of Education:
Yes
No
Required Question
Agency
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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