Supplemental Information

Job Number: OMF-15164-2.24.23-BE

The Louisiana Department of Agriculture and Forestry is an Equal Opportunity Employer and State as a Model Employer (SAME) to promote diversity and inclusion in the workplace.

This position (#15164) is located in the Office of Agricultural & Environmental Services-Hammond Shop/Fleet Division, in Hammond, Louisiana in Tangipahoa Parish.

This position may be filled by probational appointment or promotion of a classified Louisiana Department of Agriculture and Forestry employee serving with permanent status. Applicants who are not permanent employees of Louisiana Department of Agriculture and Forestry will be required to serve a 24 month probationary period.

Applicants must have Civil Service test scores for the 8500-Office Support Exam in order to be considered for this vacancy, unless exempted by Civil Service Rules.

Applicants without current test scores can apply to take the test here .

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.*

This agency participates in the E-Verify system for verification of citizenship and employment authorization.

All applicants selected for employment must submit to drug screening.

For further information about this vacancy contact:
Brittany Evans
Louisiana Department of Agriculture and Forestry
5825 Florida Blvd., Suite 1001
Baton Rouge, LA 70806
bevans@ldaf.state.la.us

The Louisiana Department of Agriculture and Forestry strictly prohibits workplace harassment and discrimination on the basis of race, color, gender, sex, pregnancy, age, disability, religion, national origin, military service, sickle cell trait, protected genetic information or other non-merit factor. LDAF also strictly prohibits employment decisions based upon or influenced by such factors.

Qualifications

Job Concepts

Function of Work:
To perform complex, often specialized, paraprofessional duties that require independent judgment to accomplish in support of the staff members and/or operations of an organizational unit or program.

Work requires individual discretion in the application of policies and procedures. Duties increase in scope and complexity, and consist mainly of departmental-program duties.

Level of Work:
Advanced.

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

Supervision Exercised:
May supervise 1-2 lower-level personnel.

Location of Work:
May be used by all state agencies.

Job Distinctions:
Differs from Administrative Coordinator 3 by the presence of paraprofessional duties that involve a higher degree of specialization, complexity, and/or independent judgment.

Differs from Administrative Program Specialist-A by the absence of professional-level duties that involve a variety of administrative functions or management of a departmental or statewide program.

Examples of Work

Incumbent of this position provides administrative support for employees within the Louisiana Department of Agriculture & Forestry’s Agriculture divisions (Agricultural & Environmental Sciences, Agro-Consumer Services, Animal Health & Food Safety, and Management & Finance) assigned to the Hammond District Office. The Hammond District Office serves the following parishes: Livingston, St. Helena, St. Tammany, Tangipahoa, and Washington. Supervision for this position is received from the Director of Commodity Promotion and Research.

As primary administrative support for the Hammond District Office, this position is responsible for administrative functions such as time administration, property control, inventory control, fiscal management, data processing, records management, safety, mail operations, etc. plus additional programmatic responsibility.

ADMINISTRATIVE - 85%

25% Office Administration:
Assists with the daily operations of all divisions within the Department; ensures that all clerical/administrative operations of the office are consistent with regulations; works independently on tasks for multiple divisions, prioritizing daily work schedule as needed; maintains an adequate stock of office supplies for district office personnel and requisitions additional supplies, as needed, from Central Supply; sorts and distributes incoming mail; weighs and stamps outgoing mail; answers multiple line phones and directs calls to the appropriate personnel for both Agriculture and Forestry divisions; maintains daily schedule for Fruits and Vegetable inspectors and coordinates inspection requests; provides computer assistance, as needed, to office and field personnel; maintains office equipment (copier/printer/fax machines) by refilling with paper and changing toner cartridges and clearing paper jams, and reports major issues to appropriate contact person.

Serves as contact person for field employees concerning department policies and procedures, Worker’s Compensation, etc. Assists employees in completing Employment/Workers Compensation documents, making appointments or researching a particular employee issue.

Assists new employees in completing the new employee sign-up process, which includes obtaining the appropriate pre-employment drug screening form and directing the potential new employee to the nearest testing facility, reviewing LDAF policies and procedures, assisting with employment paperwork, and forms pertaining to payroll and sending necessary paperwork to the appropriate Human Resources personnel.

Assists employees in completing vehicle accident reports, including taking the appropriate photographs of the vehicle, and submitting all necessary documentation to the LDAF Safety & Loss Prevention Program Director. Completes annual MV-2’s for employees and submits to the Director of Fleet Operations. Completes other MV-2’s (new, update, delete) throughout the year, as needed, and submits to the Director of Fleet Operations.

Assists employees with official reports by proofreading reports to ensure that any typographical errors or mistakes in grammar, style and/or spelling are corrected before the reports are submitted to the appropriate personnel or agency.

Assists employees with claims and forms for reimbursement and submits all documentation to the appropriate Accounting personnel.

20% Time Administration:
Serves as Time Administrator for the Hammond District Employees: generates various payroll reports through the CATS payroll system each week and pay period to identify time entry errors; contacts employees and/or supervisors to ensure that corrections are made in a timely manner; corrects time entry errors when necessary; assists employees, as needed, with time entry issues; ensures that overtime entered is supported by appropriate overtime documentation; verifies leave balances and notifies supervisors of any employees whose leave balances fall below 40 hours; enters time through the PTMW payroll system for employees for employees on extended leave; unlocks time statements in CATS for employee certification, as needed; completes prior period adjustments, when necessary; adheres to payroll deadlines set by CATS and LDAF Human Resources. Serves as backup Time Administrator for the Hammond Forestry office.

10% Revenue:
Prepares transmittals, as necessary, upon receipt of monies received in district office from all divisions of the Department. All monies turned into the district office are stamped, coded and entered into the Revenue transmittal program. Amounts of deposits vary throughout the year, ranging from under $100.00 to several thousand. Original transmittal reports and deposit receipts are forwarded to the Revenue division in the Baton Rouge office to assure credit to applicant’s account. A copy of the transmittal report is also forwarded to the division for which monies were collected.

10% Records Management:
Maintains files for established time frames for: master file (subject files), fiscal, payroll, transmittals and safety. Maintains permanent files on personnel (active and inactive). Maintains a key/card control log.

10% Property/Inventory Control:
Responsible for all property/inventory control functions at the district office level. Performs annual property control audits; performs annual movable property inventory; maintains a detailed district office equipment inventory; prepares and documents property transfers of equipment between employees, districts and divisions; properly tags and locates all new equipment.

10% Safety:
Assists Regional Safety Manager by maintaining safety meeting rosters, files, training and scheduling of safety meetings. Collects and prepares informative handouts to be distributed and/or PowerPoint Presentations to be used for quarterly safety meetings. Prepares documentation records for and participates in annual Safety Audit.

PROGRAMMATIC 15%
Assists with the Senior Farmers Market Nutrition Program. Answers questions by seniors interested in the program and explains the application process. Assists with updating the Farmers Market Directory. Enters applications received from each parish’s Council on Aging office and the Catholic Charities Archdiocese of New Orleans for Orleans parish. File and alphabetize all processed applications in parish folders. Collect, sort and record surveys completed by participating seniors and farmers for reports to be filed with USDA by the Director.

Other duties as may be assigned.

Functional Requirements:

• Prolonged sitting and/or standing at work station
• Occasional bending or kneeling

Environmental Factors:

• Working indoors