Administrative Program Specialist A or B (Administration)

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 Departments 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.

The official job specifications for this role as defined by the State Civil Service can be found here.

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 agencys 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 Departments 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 agencys physical and electronic filing systems for all human resources-related documents ensuring compliance with the agencys 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 guestsincluding employeesboth 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 Divisions 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 the event that funds become available for a permanent position the employee may be converted to a probational appointment.

Career Progression: This positionmay 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.

**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.

DECEMBER 2025 GRADUATES: For recruitment purposes applicants who are within 90 days of graduating in December 2025 with a bachelors degree maybe eligible for this position.

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.

* Information to support your eligibility for the position 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. 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:

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