Louisiana
PROGRAM COMPLIANCE OFFICER 1-2 (MAIN PROCESSOR/FILER)
Louisiana, Baton Rouge, Louisiana, us, 70873
At Ethics Administration, we strive to achieve compliance by governmental officials, public employees, candidates and lobbyists, and provide public access to disclosed information.
The mission of the Ethics Administration Program is to provide staff support for the Louisiana Board of Ethics, which administers and enforces Louisiana’s conflicts of interest legislation, campaign finance disclosure requirements, lobbyist registration, and disclosure laws.
This position will serve as the Main Processor and Filer for the Ethics Disclosure Division.
Core Competencies
Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
Successful Behaviors:
Communicates clearly, listens actively, and explains complex ideas well.
Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.
Successful Behaviors:
Analyzes key info, weighs evidence, and draws logical, well-supported conclusions from credible sources.
Solving Problems: The ability to identify root causes, analyze relevant data, and apply practical or innovative solutions to challenges.
Successful Behaviors:
Analyzes problems thoroughly, identifies root causes, and follows through with realistic, adaptable solutions.
Preferred Competencies
Accepting Direction: The ability to be open and willing to follow guidance or instructions.
Successful Behaviors:
Follows direction reliably, adjusts to feedback, and completes tasks on time.
Acting with Ethics and Integrity: The ability to make choices that reflect ethical standards, integrity and honesty.
Successful Behaviors:
Acts with integrity, respects confidentiality, and treats people fairly.
Driving Results: The ability to set and pursue goals, maintain focus amid competing demands, and deliver results.
Successful Behaviors:
Sets clear goals, stays focused, owns outcomes, and uses feedback to improve.
Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers.
Successful Behaviors:
Understands customer needs, communicates clearly, and delivers timely, reliable service.
Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance.
Successful Behaviors:
Applies and explains policies accurately, adapts in routine cases, and helps improve procedures.
Managing Time: The ability to prioritize tasks, meet deadlines, and allocate time to ensure timely completion of work goals.
Successful Behaviors:
Plans and completes work on time using tools and strategies to stay focused and on track.
Using Data: The ability to collect, analyze, and use data to generate insights and inform decisions.
Successful Behaviors:
Collects accurate data, finds patterns, shares insights clearly, and uses data to make informed, ethical decisions.
Experience Requirements Three years of experience in compliance programs, federal jobs training programs, accounting, auditing, labor relations, workforce development, or administrative services; OR
Six years of full-time work experience in any field; OR
A bachelor's degree.
Experience Substitution:
Every 30 semester hours earned from an accredited college or university will be credited as one year of experience towards the six years of full-time work experience in any field. The maximum substitution allowed is 120 semester hours which substitutes for a maximum of four years of experience. The official job specifications for this role, as defined by the State Civil Service, can be found here.
Job Duties Disclosure Statements
Enter disclosure statements into the database system within 3 days of receipt.
During peak filing periods, days allowed to enter disclosure statements may be altered by the division director.
Scan disclosure statements into the system (within 7 days of filing) for viewing on the agency website.
Database Updates and Corrections
Run a monthly script showing potential duplicates in the database.
Update database with change of address or any other information maintained in the database system.
Entering Annual Personal Financial Disclosure Statements
April 15 through June 15 will be considered the peak filing period for annual PFDs. Entering annual PFDs will become a priority during this time.
All PFDs are to be processed by June 15. The process includes entering PFDs into a database, scanning PFDs into the system, and filing in the appropriate filing areas.
Filing and Maintaining Disclosure Statements
Ensure the ID numbering system is updated to accommodate all filings. Create new number tabs when needed.
Ensure disclosure statements are labeled and indexed properly to allow for easy retrieval by personnel, e.g., stapled properly and papers in the correct order.
Maintain and categorize all disclosure statements into the agency filing system.
Maintain a daily record of all incomplete fax transmissions. Notify IT of incomplete fax transmissions and request fax number and complete transmission.
Elections – Data/Import From Secretary of State
Work with the IT Division on database merge.
Review data (upon request from IT) to ensure accurate information is being added and/or merged into FileMaker: Disclosure database.
Election Packets
Review prior election(s) to determine and estimate the number of packets that are to be printed/copied for distribution to parish clerks of court.
Print/assemble PFD forms for candidate packets.
Prepare documentation to show the type of PFD forms sent to the clerks of court, as well as the number sent.
Maintain records.
Update the database with information provided by the Secretary of State.
Reminders and Notices of Delinquency – Other Disclosures
Assist the director in generating reminders for hospital disclosure deadlines, school board disclosure deadlines, and retirement board disclosure deadlines.
Update and maintain current contact information on all schools and hospital service districts.
Assist the director in generating NODs-FF for school board and hospital disclosure statements.
Monitoring deadlines for board members to file disclosures so that NODs can be issued within four days of the deadline date.
Administrative/Clerical Duties
Check for mail (front desk). Distribute to the appropriate employee.
Answer telephone inquiries in a courteous and professional manner while providing accurate information.
Answer calls/emails from filers.
Record comments in the FileMaker database.
Position-Specific Details Appointment Type:
May be filled by job appointment, probational appointment (probation in lieu of promotion), detail to special duty, or non-competitive reemployment.
Career Progression Group:
Vacancies may be filled from this recruitment as a Program Compliance Officer 1 or 2, depending on the level of experience of the selected applicant(s). Please click here for the Civil Service website to search for specific information on salary ranges, minimum qualifications, and job concepts for each level by job title.
Compensation:
The maximum amount listed for the salary pay range is the amount a person can make throughout their career in the position and not the maximum amount we are allowed to pay at the time of hire.
Selected candidate may be required to serve a probational appointment of up to two years.
How To Apply 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.
Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.
Contact Information For further information about this vacancy contact: Izzy Piland, Human Resources, P.O BOX 94111, Baton Rouge, LA 70804.
Izzy.Piland@civilservice.la.gov
Louisiana is a State as Model Employer (SAME) for individuals with disabilities.
#J-18808-Ljbffr
The mission of the Ethics Administration Program is to provide staff support for the Louisiana Board of Ethics, which administers and enforces Louisiana’s conflicts of interest legislation, campaign finance disclosure requirements, lobbyist registration, and disclosure laws.
This position will serve as the Main Processor and Filer for the Ethics Disclosure Division.
Core Competencies
Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
Successful Behaviors:
Communicates clearly, listens actively, and explains complex ideas well.
Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.
Successful Behaviors:
Analyzes key info, weighs evidence, and draws logical, well-supported conclusions from credible sources.
Solving Problems: The ability to identify root causes, analyze relevant data, and apply practical or innovative solutions to challenges.
Successful Behaviors:
Analyzes problems thoroughly, identifies root causes, and follows through with realistic, adaptable solutions.
Preferred Competencies
Accepting Direction: The ability to be open and willing to follow guidance or instructions.
Successful Behaviors:
Follows direction reliably, adjusts to feedback, and completes tasks on time.
Acting with Ethics and Integrity: The ability to make choices that reflect ethical standards, integrity and honesty.
Successful Behaviors:
Acts with integrity, respects confidentiality, and treats people fairly.
Driving Results: The ability to set and pursue goals, maintain focus amid competing demands, and deliver results.
Successful Behaviors:
Sets clear goals, stays focused, owns outcomes, and uses feedback to improve.
Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers.
Successful Behaviors:
Understands customer needs, communicates clearly, and delivers timely, reliable service.
Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance.
Successful Behaviors:
Applies and explains policies accurately, adapts in routine cases, and helps improve procedures.
Managing Time: The ability to prioritize tasks, meet deadlines, and allocate time to ensure timely completion of work goals.
Successful Behaviors:
Plans and completes work on time using tools and strategies to stay focused and on track.
Using Data: The ability to collect, analyze, and use data to generate insights and inform decisions.
Successful Behaviors:
Collects accurate data, finds patterns, shares insights clearly, and uses data to make informed, ethical decisions.
Experience Requirements Three years of experience in compliance programs, federal jobs training programs, accounting, auditing, labor relations, workforce development, or administrative services; OR
Six years of full-time work experience in any field; OR
A bachelor's degree.
Experience Substitution:
Every 30 semester hours earned from an accredited college or university will be credited as one year of experience towards the six years of full-time work experience in any field. The maximum substitution allowed is 120 semester hours which substitutes for a maximum of four years of experience. The official job specifications for this role, as defined by the State Civil Service, can be found here.
Job Duties Disclosure Statements
Enter disclosure statements into the database system within 3 days of receipt.
During peak filing periods, days allowed to enter disclosure statements may be altered by the division director.
Scan disclosure statements into the system (within 7 days of filing) for viewing on the agency website.
Database Updates and Corrections
Run a monthly script showing potential duplicates in the database.
Update database with change of address or any other information maintained in the database system.
Entering Annual Personal Financial Disclosure Statements
April 15 through June 15 will be considered the peak filing period for annual PFDs. Entering annual PFDs will become a priority during this time.
All PFDs are to be processed by June 15. The process includes entering PFDs into a database, scanning PFDs into the system, and filing in the appropriate filing areas.
Filing and Maintaining Disclosure Statements
Ensure the ID numbering system is updated to accommodate all filings. Create new number tabs when needed.
Ensure disclosure statements are labeled and indexed properly to allow for easy retrieval by personnel, e.g., stapled properly and papers in the correct order.
Maintain and categorize all disclosure statements into the agency filing system.
Maintain a daily record of all incomplete fax transmissions. Notify IT of incomplete fax transmissions and request fax number and complete transmission.
Elections – Data/Import From Secretary of State
Work with the IT Division on database merge.
Review data (upon request from IT) to ensure accurate information is being added and/or merged into FileMaker: Disclosure database.
Election Packets
Review prior election(s) to determine and estimate the number of packets that are to be printed/copied for distribution to parish clerks of court.
Print/assemble PFD forms for candidate packets.
Prepare documentation to show the type of PFD forms sent to the clerks of court, as well as the number sent.
Maintain records.
Update the database with information provided by the Secretary of State.
Reminders and Notices of Delinquency – Other Disclosures
Assist the director in generating reminders for hospital disclosure deadlines, school board disclosure deadlines, and retirement board disclosure deadlines.
Update and maintain current contact information on all schools and hospital service districts.
Assist the director in generating NODs-FF for school board and hospital disclosure statements.
Monitoring deadlines for board members to file disclosures so that NODs can be issued within four days of the deadline date.
Administrative/Clerical Duties
Check for mail (front desk). Distribute to the appropriate employee.
Answer telephone inquiries in a courteous and professional manner while providing accurate information.
Answer calls/emails from filers.
Record comments in the FileMaker database.
Position-Specific Details Appointment Type:
May be filled by job appointment, probational appointment (probation in lieu of promotion), detail to special duty, or non-competitive reemployment.
Career Progression Group:
Vacancies may be filled from this recruitment as a Program Compliance Officer 1 or 2, depending on the level of experience of the selected applicant(s). Please click here for the Civil Service website to search for specific information on salary ranges, minimum qualifications, and job concepts for each level by job title.
Compensation:
The maximum amount listed for the salary pay range is the amount a person can make throughout their career in the position and not the maximum amount we are allowed to pay at the time of hire.
Selected candidate may be required to serve a probational appointment of up to two years.
How To Apply 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.
Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.
Contact Information For further information about this vacancy contact: Izzy Piland, Human Resources, P.O BOX 94111, Baton Rouge, LA 70804.
Izzy.Piland@civilservice.la.gov
Louisiana is a State as Model Employer (SAME) for individuals with disabilities.
#J-18808-Ljbffr