Administrative Coordinator

Supplemental Information
The Louisiana Department of Health is dedicated to fulfilling its mission through direct provision of quality services, the development and stimulation of services of others, and the utilization of available resources in the most effective manner. LDH serves as a model employer for individuals with disabilities. About this position: This position is located within the Louisiana Department of Health / Office of Public Health / Region 8-BRCO / Union Parish
Announcement Number: OPH/SP/194674 Cost Center: Position Number: ******** This vacancy is being announced as a Classified position and may be filled as a Probationary or Promotional appointment. AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLLOWING COMPETENCIES: Accepting Direction: The ability to accept and follow directions from those higher in the chain of command. Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas. 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. Adapting to Change: The ability to adjust plans, expectations, and behaviors in response to change. Building and Supporting Teams: The ability to combine your actions and efforts with others to work toward achieving a common goal. Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization. Leading Change: The ability to initiate, manage, influence, and evaluate change. Managing Conflict: The ability to recognize and navigate disagreements in a rational, unbiased, and productive way. Managing Performance: The ability to direct and to evaluate the work of employees. Solving Problems: The ability to discover solutions to problems. NOTE REGARDING THE ADVERTISED PAY: The actual starting salary depends on the education and experience of the selected applicant. Please click on the below links to learn more about each job level:
State Civil Service Job Information Finder 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. Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.* For further information about this vacancy contact:
Shambrielle Pooler
LDH/HUMAN RESOURCES
BATON ROUGE, LA 70821 This organization participates in E-verify, and for more information on E-verify, please contact DHS at . Minimum 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 an accredited college or university.
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 for this position will serve as an Administrative Coordinator 4 in the Union Parish Health Unit in the Office of Public Health. The unit provides personal and environmental health services including but not limited to Family Planning, Immunization, Sexually Transmitted Diseases (STD), Tuberculosis (TB), Women, Infant and Children Supplemental Food Program (WIC), HIV, Child Health, Children's Special Health Services (CSHS), Genetics Program, Epidemiology, Nutrition, Adult Health, Vital Records, Sanitarian Services, Medicaid Eligibility, and Voter Registration (Motor Voter).
The duties and responsibilities of this position include but are not limited to:
Independently and professionally performs several duties simultaneously in an administrative capacity while performing clinic duties in the absence of adequate staff.
Directly supervises one parish supported clerical position, one custodian, as well as any other temporary staff utilized from other agencies and sources.
Plan and assign duties for subordinates and perform yearly PPRs.
Supervise training and orientation of new staff, as well as training for any new policies and procedures.
Assign staff for clerical coverage in all clinics and monitor for smooth operation. Perform clinic duties in the absence of staff in admitting patients to clinic, determining financial eligibility according to State and Federal guidelines.
Review medical records for accuracy and completeness. Monitor data entry for correct patient medical and financial information. Collect fees and issue receipts, make deposits. Assure security of WIC drafts. Maintain record system according to LDH/OPH policy.
Serves as local deputy registrar of Vital Records for the parish. Receives death certificate applications and processes according to agency guidelines. Compiles reports for submission to Vital Records and makes necessary deposits as needed.
Prepares annual operating budget, secures financial records, prepares purchasing requisitions, verifies receipts of supplies ordered and received, and prepares necessary documents for payment according to LaGov guidelines.
Supervises inventory of current state properties and adheres to the rules and regulations set forth in Policy 2424-81 (Section C), prepares payment vouchers and monitors professional contracts. Reviews travel expense requests for accuracy and submits for payment.
Review payroll reports and support documents for accuracy to present for auditing purposes.
Assists with shelter operations during emergencies and/or disasters.
Provides administrative support for unit, which consists of staff numbering (4) full-time positions.
Compiles administrative and personnel files, provides assistance and guidance to office staff in matters pertaining to appointments, resignations, retirements, workman's compensation claims, insurance documents, EEO and grievance procedures.
Confers with local Police Jury relative to general operations of the unit and assists in securing local appropriations for the operating budget.
Compiles statistical reports (weekly, monthly, quarterly, and upon request) for program management profiles.
Schedules and coordinates staff meetings.
Attends meetings and in-service training to upgrade skills.
Performs any duties not reflected in other duties but necessary for the smooth operation of the health unit.