Supplemental Information

Office of Management & Finance-Baton Rouge, LA
Human Resources

Job # OMF-50667596-04.28.23-KGB

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

Y ou are encouraged to apply to this vacancy if:

• You possess great organizational skills
• You are self-motivated with the drive to achieve
• You are interested in being a part of a small team in a friendly atmosphere
• You enjoy learning new things and helping others learn
• You are an analytical thinker
• Do not shy away from meticulousness
• You enjoy interacting with the public
• You enjoy indexing and classifying records

Our Hiring Process:
1. Applicants must have Civil Service test scores for 8100-Professional Level Exam in order to be considered for this vacancy unless exempted by Civil Service rule or policy.

2. Review this job announcement and decide that you are "SUPER EXCITED"about this really great opportunity!

3. Tell us why you are intersted (APPLY)!

FUN FACT: Our employees are the BEST!! So dont think about it too much...APPLY and come join our team at LDAF!

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.*

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.

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.

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

For further information about this vacancy contact:
Kimberly Guy-Buckley
Human Resources Supervisor
Louisiana Department of Agriculture and Forestry
5825 Florida Blvd., Suite 1001
Baton Rouge, LA 70806
kbuckley@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 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

This position serves at the Administrative Program Specialist to the Human Resources Director providing for the efficient and effective operation of the total human resources function.

LDAF has an approved TO of over 500 employees, plus approximately 50 unclassified and classified WAE positions. Incumbent provides support to LDAF employees statewide. Approximately 60% of the Department's employees are located throughout the state.

Records Management – Human Resources
Responsible for establishing and maintaining a standardized filing system. Oversees and manages the Records Management program. Coordinates section-wide the review and revision of the Records Retention Schedule as well as the HR Section Guide and File Plan. Responds to inquiries related to the Records Management program to ensure that proper guidance is given, and any issues are resolved.

Directs the inventory of records and takes appropriate action to preserve damaged records. Develops a schedule for and ensures timely imaging of inactive records involving coordination with LDAF's Administrative Services staff. Determines the need and makes requests to destroy records according to the set retention period to include that all required forms are completed, as necessary. Monitors confidential records allowing access to only those individuals with a business need to know. Ensures that records are kept strictly confidential; has authority to deny access to records unless appropriate clearance is given.

Oversees and securely maintains LDAF’s file system, creating folders for new records, and filing official records. Establishes work priorities and filing schedules to avoid an unnecessary backlog. Assists the Section's staff in filing records for active and inactive employees. Ensures proper labeling for employee files, which are confidential and used by the human resources staff and other agency personnel. Maintains information and records in a manner that will enable a Civil Service representative to ascertain whether the agency has acted in compliance with Civil Service Rules and directives. Enhances records maintenance by looking for and suggesting more efficient ways to store and retrieve active and inactive records. Notifies appropriate human resources staff of changes in procedures and/or filing and retrieval guidelines.

Ensures familiarity with all files and maintains an organized work area for quick, easy access to agency HR records. Liaise with LDAF Information Technology to review and accept changes to the LDAF-HR intranet page as it relates to employee forms and resources.

Responsible for reviewing, evaluating, and if warranted fulfilling public records requests. Determines the entitlement of the requestor to ensure public records requests are compliant. Responds to subpoenas for personnel records by reproducing pertinent records, assist in preparing correspondence, and ensuring timely delivery to requesting party(ies).

Retains copies of subpoena requests for reference purposes. When an attorney, member of the public, etc. requests to view or obtain a copy of an employee's personnel record, the incumbent ensures the individual has completed a Public Records Request Form. May assist with developing and/or conducting training for agency staff related to records management.

Office Operations- Human Resources
Functions in support of the Human Resources Office. Respond to internal calls and emails in the human resources office and disseminate them to appropriate staff members. Responsible for auditing and filing Immigration (I-9) documents. Ensures expenditures are properly coded before submitting invoices for payment. Responsible for employment verification and work history data as requested by other employers, financial institutions, and local, state, and federal agencies by accessing employee records, completing necessary forms/paperwork, and forwarding them to the appropriate persons. Maintains copies in accordance with established procedures. Responsible for updating forms, documents, etc. critical to the daily operation of the human resources office.

Assists the human resources staff, during peak workloads, by performing various functions including but not limited to sorting personnel actions for distribution. Makes and distributes copies as needed. Assists staff with a variety of administrative tasks for large or rush projects. Maintains working knowledge of SCS rules and internal procedures.

Miscellaneous

May be required to perform other duties as necessary including, but not limited to
emergency/disaster support activities.

Functional Requirements

• 
  Prolonged sitting at workstation
• Occasional bending or kneeling
• Light to moderate lifting

Environmental Factors:

• Working indoors
• Exposed to dust