Administrative Program Specialist A- records Management Specialist

  • Baton Rouge, LA, USA
  • Sep 03, 2017

Job Description

Supplemental Information

Section 16

Job Number: AdProSp-8/25/17-50463353-16-SH

Applicants must have Civil Service test scores for8100-Professional Level Examin order to be considered for this vacancy unless exempted by Civil Service rule or policy. If you do not have a score prior to applying to this posting, it may result in your application not being considered.

Applicantswithoutcurrent test scores can apply to take the testhere.

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 can check the status of their application at any time by selecting the'Application Status'link after logging into their account. Below are the most common status messages and their meanings.

Application received- Your application has been submitted successfully.

Checking for required test score- We are making sure you have an active, passing score for the required written test.

Evaluating experience- Your application is being reviewed by Human Resources to ensure you meet the minimum qualifications for the position.

Eligible for consideration- You are among a group of applicants who MAY be selected for the position.

Eligible Pending Supplemental Qualification Review- Only candidates meeting the supplemental qualification will be eligible for referral.

Referred to hiring manager for review- Your application has been delivered to the hiring manager. You may or may not be called for an interview.

Position filled- Someone has been selected for the position.

Position canceled- The agency has decided not to fill the position.

The State of Louisiana only accepts online applications. Paper applications will not be accepted. Computer access is available at your local library, at local Louisiana Workforce Commission Business Career Solutions Centers, and at our Baton Rouge Information and Testing Office at 5825 Florida Boulevard, Room 1070, Baton Rouge, LA 70806. If you require an ADA accommodation, please contact our office at (225) ###-#### or Toll Free: (866) ###-#### during business hours for additional assistance.

(Please note: Libraries and LWC centers cannot provide in-depth assistance to applicants with limited computer skills; therefore, we suggest that such applicants have someone with computer proficiency accompany them to these facilities to assist with the computer application process. Also, no State Civil Service employees are housed at the libraries or LWC centers to answer specific questions about the hiring process. Such questions should be directed to our Baton Rouge Information and Testing Office at the phone numbers above or by visiting the office on Florida Blvd. where assistance is available. Information is also provided on our job seeker website at

For further information about this vacancy contact:

Michelle Sanders

Human Resources Manager

(225) ###-####



A baccalaureate degree.


Six years of full-time work experience in any field may be substituted for the required baccalaureate degree.

Candidates without a baccalaureate degree may combine work experience and college credit to substitute for the baccalaureate degree as follows:

A maximum of 120 semester hours may be combined with experience to substitute for the baccalaureate degree.

30 to 59 semester hours credit will substitute for one year of experience towards the baccalaureate degree.

60 to 89 semester hours credit will substitute for two years of experience towards the baccalaureate degree.

90 to 119 semester hours credit will substitute for three years of experience towards the baccalaureate degree.

120 or more semester hours credit will substitute for four years of experience towards the baccalaureate degree.

College credit earned without obtaining a baccalaureate degree may be substituted for a maximum of four years full-time work experience towards the baccalaureate degree. Candidates with 120 or more semester hours of credit, but without a degree, must also have at least two years of full-time work experience to substitute for the baccalaureate degree.


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 Association of Schools and Colleges; 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 responsible, administrative functions in support of an organizational unit.


To manage a specialized departmental or statewide program.

Level of Work:


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 is assigned to the HQ HR Staffing and Compensation Unit and under broad supervision from the Unit Manager (HR Manager B). This position is independently responsible for the Records Management program. This includes overseeing and managing the inventory, review, retention, and maintenance of all records section-wide. Some of these records include the active personnel/confidential files for all (classified/unclassified) DOTD employees, as well as numerous other HR-related special files (i.e. Secretary's Policies and Procedures, Retirement, Insurance, ADA, FMLA, random drug testing results, medical files, documented layoffs, job descriptions, etc.). Knowledge of Civil Service Rules, DOTD policies, and federal/state regulations, including extensive knowledge of records management administrative rules and laws in Louisiana is required. Communication skills are also essential as this position requires the incumbent to work closely with other HR staff members and DOTD personnel (e.g. appointing authorities, employment laws attorneys, the Compliance Programs Section, internal auditors, the Business Services Unit, etc.) relative to Human Resources'records.

55% HR Records Management Program

Oversees and manages the Records Management program. Coordinates section-wide the review and revision of the Records Retention Schedule. Responds to inquiries related to the Records Management program to ensure that proper guidance is given and any issues are resolved. Consults with the agency's Records Custodian (Records Management Officer) for the purpose of updating/improving the Records Retention Schedule for the HR Section and may consult with the State Archives and Records Custodian on an as-needed basis regarding HR record issues. Makes requests for exceptions to the requirements for the storage of records. Directs the inventory of records and takes appropriate action to preserve damaged records. Makes decisions and requests to destroy records according the set retention period and ensures all required forms are completed as necessary. In accordance with established procedures, identifies files/documents that can be merged into other files to maximize space for record storage as well as routinely reviews files for proper storage. Monitors electronic storage levels for the Section and reports quarterly on storage use, as well as directs all staff members to reduce storage use by discarding electronic records past their retention period.

Images records according to set procedure in order to preserve the records and make them easily accessible for future reference. Operates a large capacity business scanner (Fujitsu fi-6770) for document imaging and data management. Inputs record images in Content Manager Business and Workflow Software for management of electronic personnel files. Maintains the database of electronic records to ensure effective retrieval and updates, as well as to manage the limited security of access. Consults with IT regarding Content Manager process discoveries and/or issues that arise. Develops a schedule for and ensures timely imaging of inactive records involving coordination with DOTD's Records Management Team. Maintains a cross-reference index system to assist in identification and/or retrieval of a wide variety of files and HR-related documents. Ensures familiarity with all files and maintains an organized work area for quick, easy access to agency HR records. Serves as the section's SharePoint expert/consultant to the HR staff, in regular contact with the IT Section staff, to resolve software issues and HR Staff needs.

Effectively facilitates the HQ HR Section's records management mission by overseeing and securely maintaining a large, room-size automated power-file system. Establishes work priorities and filing schedule to avoid unnecessary backlog. Prior to filing, carefully reviews record, forms and other documentation for content, completeness, and accuracy (e.g. I9s and other new hire records). Assists the HQ Payroll and Insurance Analysts in filing records for active and inactive employees. Ensures proper labeling for over 4,200 separate employee files, many of which are confidential and regularly used by the HQ HR 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 file room operation by looking for and suggesting better, more efficientways to store and retrieve files. Notifies appropriate staff of changes in procedure and/or filing and retrieval guidelines. Manages peak workloads by developing priorities and seeking assistance appropriate channels. Carefully monitors confidential records allowing access to only those individuals with a business to know. Ensures that records are kept strictly confidential; has authority to deny access to records unless appropriate clearance is given. Locks the entrance to file room at the end of each work day.

Functionally supervises student and/or private temporary staff assigned to assist in the file room by training them in the proper operation of filing equipment and monitoring performance. Notifies immediate supervisor or directly contacts appropriate vendor for contacting maintenance and repair of automated filing equipment. Effectively communicates equipment repair needs to equipment maintenance personnel. Initials maintenance-related paperwork and forwards to appropriate HR staff for further processing/payment.

25% Personnel Records Requests

Responds to subpoenas for personnel records by reproducing pertinent records, preparing transmittal correspondence, and ensuring timely delivery to requesting party(ies). Researches various record sources to access microfilm reels and electronic records to provide data for public and private entities during the discovery process and redacts information for additional confidentiality as necessary. Retains copies of subpoena requests for reference purposes. When an individual (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. Schedules and coordinates by appointment the requests to view records. Denies the release of records for requests of unusual or questionable records requests. In carrying out these functions, remains in regular contact with the staff Employment Attorney and paralegals ofthe DOTD Legal Section.

Verifies employment information and work history data on DOTD employees as requested by other employers, financial institutions, and local, state and federal agencies by accessing employee records, completing necessary forms/paperwork, and forwarding to appropriate entity. Runs reports in LaGov HCM to produce requested information relative to employment periods and payroll earnings. Screens requests and brings questionable documents and/or requests for information to the attention of the Compensation and Staffing Unit Manager. Maintains copies in accordance with established procedures.

15% Office Operations

Assists the HQ Staffing and Compensation Unit Manager, particularly during peak workloads, by performing various

functions including but not limited to data entry of various personnel actions into an automated personnel system for timely payment and processing. Sorts and approves personnel actions for distribution. Makes and distributes copies as needed. Assists other HR staff with a variety of large and/or rush mail outs. Provides assistance to the HR Director in the absence of the Administrative Assistant by answering the telephone, receiving and dispersing incoming mail, administering property control, coordinating temporary staffing (Westaff), setting up shopping carts for purchase orders, ordering office supplies, and verifying invoices for payments.

5% Miscellaneous

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

Posted by StartWire

Associated topics: chief program officer, cpo, manage, manager, management, monitor, product manager, project manager, relationship manager, task


State of Louisiana