Administrative Coordinator 4

Supplemental Information

Job number: AHFS-154378-BN
This position (#50543749) is located in the Office of Animal Health and Food Sciences, Furit and Vegetables Division in Baton Rouge, LA in East Baton Rouge Parish.

This is a temporary job appointment that may last up to 4 years.

Applicants must have Civil Service test scores for 8500-Office Support Exam in order to be considered for these vacancies, unless you meet the following testing exemption:

A veteran of the armed forces who served at least 90 days of active duty for purposes other than training and who has been honorably discharged from active duty within the previous twelve months. (DD214 must be attached to this application or emailed to bnoland@ldaf.state.la.us).

If you do not have a score prior to applying to this posting, it may result in your application not being considered.

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.

TRANSCRIPT REQUIREMENT: Applicants using education to qualify for the position must provide a copy of their college transcript by the closing date of this job posting. Applicants with international degrees must also provide an equivalency evaluation. Copies of official transcripts may be attached to this application or emailed to bnoland@ldaf.state.la.us. Please include the Job number: AHFS-154378-BN on all documents emailed. If a copy of your transcript is not received by the closing date of this posting, your application will be considered incomplete.

If you are contacted for an interview, please let us know at that time if you have a disability and need a special accommodation.

All candidates for hire must undergo drug screening.

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

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

Qualifications

MINIMUM QUALIFICATIONS: Three years of experience in which clerical work was a major duty. SUBSTITUTIONS: Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience. Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience. College training will substitute for the required experience on the basis of 15 semester hours for six months of experience. NOTE: Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments. NOTE: Any college hours or degree must be from a school accredited by one of the following regional accrediting bodies: the Middle States Commission on Higher Education; the New England Commission of Higher Education; the Higher Learning Commission; the Northwest Commission on Colleges and Universities; the Southern Association of Colleges and Schools; and the Western Association of Schools and Colleges.

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

The incumbent of this position coordinates the statewide implementation of Produce Safety Rule LA5907 (PSR) for the Louisiana Department of Agriculture and Forestry, Office of Animal Health Services, Division of Food Quality. The position reports directly to the PSR Program Manager and assists in the execution of all operational matters pertaining to the efficient implementation of the PSR.

Incumbent must have strong interpersonal and communication skills as the position requires interaction and coordination with the Food Quality staff, other AHS Divisions, grant partners, state and federal regulatory agencies, the Food and Drug Administration and National Association of State Departments of Agriculture staff to accomplish the goals of PSR LA5907. Incumbent must possess the ability to be flexible, multi-task on a daily basis, interact with top-level industry as well as manage the position with minimum supervision, and meet and work within deadlines.

Incumbent is responsible for the following duties:
80% Participating in the Implementation of Produce Safety Program in Louisiana

• 
  Communicates with the grant principal investigator and team to determine deadlines for all deliverables for the grant. Deliverables include but are not limited to mid-year and annual reports and face-to- face and virtual meetings with other grantees or FDA.
• Conveys with Assistant Director and Program Manager as well as sub-awardees when deadlines are approaching and follows up with staff when deliverables are delinquent.
• Corresponds with LDAF staff, NASDA, FDA, grantees from other states, and farming community when necessary.
• Communicates with FSMA inspectors to determine resource inventory status and to ensure ordering of proper resources when necessary.
• Builds and maintains electronic files associated with the grant.
• Participates in grant meetings, trainings and other events as necessary.
• Assists with compiling information for mid-year and annual reports.
• Reconciles grant expenditures on a monthly basis to ensure that grant funds are being used as specified by FDA.
• Answering telephone calls from clients associated with the grant.
• Assists with management of Farm Inventory database in cooperation with LSU Ag Center and SUAREC.

15% Manages, Controls and Maintains

• Manages and maintains the calendar in google related to the Produce Safety Cooperative Agreement to ensure deadlines are kept up to date, reminders are established, and all supporting documentation is attached. This includes events such as meeting and training dates, meeting and training registration deadlines, reporting deadlines, and other cooperative agreement events.
• Ensures that all electronically developed documents in relation to the cooperative agreement are stored and maintained in a manner to prevent the loss of such documentation in the event of technology shortfalls.
• Manages and maintains the FSMA inspector resource inventory and orders equipment and supplies when necessary.
• Ensures the proper storage of FSMA inspector and FSMA grant staff training records in an organized manner for audit purposes.

5% Assists

• Assist all FSMA inspectors and FSMA grant staff when traveling on cooperative agreement funding. Ensures travel authorizations are submitted correctly and on time, travel and lodging are secured prior to established deadlines, proper receipts are maintained and that travel reimbursements are submitted correctly and on time.
• Maintains records of all expenditures on the cooperative agreement to verify with Office of Management and Finance that correct expenses are reported for the mid-year and annual reports as required by the cooperative agreement.

Other duties as assigned.

Functional Requirements:

• Prolonged sitting at workstations
• Prolonged standing at workstations
• Light to moderate lifting

Environmental Factors:

• Working indoors and occasionally outdoors