Administrative Coordinator 1-3

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Administrative Coordinator 1-3

Salary

$1,733.00 - $3,120.00 Monthly

Location

Grand Isle, LA

Job Type

Classified

Job Number

CRT-2024-199909-MBT

Department

Culture Rec & Tourism-State Parks

Opening Date

09/10/2024

Closing Date

9/20/2024 11:59 PM Central

• Description

• Benefits

• Questions

Supplemental Information

LOCATION AND POSITION INFORMATION:

This position is located atGrand Isle State Park in Grand Isle, LA.

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

This position is in a Career Progression Group up to anAdministrative Coordinator 3. As part of a Career Progression Group,vacancies may be filled from this recruitment as an Administrative Coordinator 1, 2, or 3based on the qualifications of the selected applicant. Please refer to the "Class Specifications" page by clickinghere (https://www.governmentjobs.com/careers/louisiana/classspecs) , for specific information of salary ranges, minimum qualifications and job concepts for each level.

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.

Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

AN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:

• Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.

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

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

• Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.

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

• Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.

• Managing Projects: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.

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.

For further information about this vacancy contact:

Melissa Thibodaux

Department of Culture, Recreation, & Tourism

1051 N. 3rd Street

Baton Rouge, LA 70802

Fax: (225) 342-7928

mthibodaux@crt.la.gov

Minimum Qualifications

MINIMUM QUALIFICATIONS:

No experience or training is required.

Job Concepts

Function of Work:

To perform a variety of clerical duties that are routine in nature in support of the staff members and/or operations of an organizational unit or program.

Employees usually follow detailed instructions or procedures. Very limited, if any, discretion is required in the performance of these duties.

Level of Work:

Entry.

Supervision Received:

General from higher-level clerical and/or supervisory personnel.

Supervision Exercised:

None.

Location of Work:

May be used by all state agencies.

Job Distinctions:

Differs from Administrative Coordinator 2 by the absence of experienced-level duties that require some independent judgment to perform.

Examples of Work

The purpose of this position is to perform essential duties in support of the operation of state park facilities statewide.

50% Administrative Support

• Perform various administrative tasks such as scheduling, screening visitors, and answering

telephone calls for the manager.

• Assume lead worker responsibility of certain management functions such as completing and submitting paperwork to the Administrative Program Specialist, to the Administrative Office or to Human Resources.

• Work independently and assume responsibility in support of day-to-day site operations.

• Process incoming mail and follow up to ensure proper distribution.

• Sort, file, and distribute general correspondence, human resources memoranda, e-mails, and faxed documents.

• Post bulletins, human resources memoranda, and other important documents for employee review.

• Order, receive, and issue office supplies and perform periodic inventory of supplies.

• Maintain stock of forms, pamphlets, and visitor service materials as needed.

• Operate general office equipment to include computer, copier, fax, calculator, etc.

• Assist site manager with site budgets and make sure that all purchases remain inside budget.

• Advise site manager of any and all problems as they arise.

• Assures all new hires at the parks are properly oriented and complete all necessary personnel paperwork at time of hire.

• Obtain proper identification, complete benefits enrollment documents, inform employee of

policies and procedures with regard to time and attendance, and any other new hire orientation documents/procedures deemed necessary by the Administrative Office.

• Ensure that documents are submitted to the Administrative Office in a timely manner.

25% Guest Relations

• Operate the welcome station (fee station) at park entrance.

• Register overnight guests.

• Collect fees for day use customers.

• Maintain stock of brochures.

• Maintain cleanliness of fee station area.

• Compile data and prepare daily and weekly revenue and visitation reports and bank deposit slips.

• Utilize computerized State Parks Reservation and Tracking System to check in guests and verify information for pre-registered guests through the centralized call center.

• Obtain proper signature for credit card reservations.

• Collect cash payments.

• Answer questions regarding the facilities.

• Provide information about accommodations and amenities, policies, procedures, laws, fees, general tourist information, American's with Disabilities Act compliance, and other applicable information.

• Process visitor information requests.

• Forward telephone reservations, changes, and cancellations to centralized call center to ensure consistency and conformity to procedures.

• Perform daily check of the reservation system and notify facility maintenance personnel to assure content state of readiness for all upcoming events and guests.

• Work with district Administrative Program Specialist A to ensure accurate site reporting.

• Maintain inventory and maps of all Louisiana state recreation areas to include federal, state, parish, local, and commercial.

20% Site Accountability

• Process payment vouchers (supplemental receiving reports), delivery receiving reports, requests for purchases and contracts in written form.

• Maintain funding code balances for site and enters information into computerized data system.

• Check vendor payment status through computer system.

• Responsible for all purchase orders for procurement of materials and equipment at the site.

• Review all documents submitted and compares prices and specifications.

• At the administrative level, enter purchase requests through the computer system.

• Prepare receiving reports for all purchases in a timely manner.

• Record class codes and expenditure object codes for all purchases.

• Compile records of items purchased by code and post balances of each receiving report.

• Audit all reports submitted to district offices or administrative offices.

• Operate computer terminal to compile reports, complete data entries and manage inquires.

• Assist in maintaining the electronic COGZ system, print off weekly work orders for maintenance, enter information into computer upon completion of order, and close work order, as directed by Park Manager.

5% Training

• Train staff on the proper use of LEO to include instruction on available training classes.

• Instruct personnel at park fee stations on correct procedures for collecting fees, cash control, recording revenue and completing all daily, weekly, and monthly revenue reports.

• Provide assistance to park staff on the establishment of procedures for taking reservations,

creation of reservation rules and regulations and keeping records of overnight rental facilities.

Performs other related duties as assigned and performs customer service to a high degree of excellence.

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

  DPf: Rate your ability to display professionalism based on our definition: The ability to recognize how your actions impact the perceptions of both you and your organization.

• 1= I have no experience and/or am uncomfortable displaying professionalism

• 2= I have limited experience or require assistance to display professionalism

• 3= I can display professionalism

• 4= I can display professionalism and help others improve their ability to display professionalism

  02

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

  03

  FC: 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.

• 1= I have no experience and/or am uncomfortable focusing on customers

• 2= I have limited experience or require assistance to focus on customers

• 3= I can focus on customers

• 4= I can focus on customers and help others improve their ability to focus on customers

  04

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

  05

  MPr: Rate your ability to manage projects based on our definition: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.

• 1= I have no experience and/or am uncomfortable managing projects

• 2= I have limited experience or require assistance to manage projects

• 3= I can manage projects

• 4= I can manage projects and help others improve their ability to manage projects

  06

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

  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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