ADMINISTRATIVE PROGRAM SPECIALIST-A

State of Louisiana; Baton Rouge (LA); On-site; USD 48,216,000 - 61,992,000; Full time

Benefits offered by this job

Parental Leave

Holidays and Leave

Career Development

Public Service Benefits

Job summary

The State of Louisiana DOTD seeks an Administrative Program Specialist A to lead financial and administrative functions in the Engineering & Operations Business Office. Responsibilities span purchasing, accounts payable, payroll, travel, and contract management, with emphasis on compliance and efficiency.

Ideal candidate will have a strong grasp of procurement policies, budget oversight, and vendor coordination.

Qualifications

• Three years of experience in 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 in any field.

Responsibilities

• Managed fiscal operations for Section 45 Central Warehouse, processing and auditing 1,000+ vendor invoices monthly, ensuring accurate coding, contract compliance, budget availability, and timely payment processing.
• Oversaw procurement activities through SRM/eProcurement, including purchase orders, requisitions, confirming POs, change orders, vendor coordination, and compliance with DOTD procurement policies and procedures.
• Monitored budgets and expenditures by reconciling vendor/contract statements, tracking contract and invoice expiration dates, encumbering funds, auditing expenditures, and advising project managers of necessary budget adjustments.
• Maintained financial and property records by managing vendor files, permanent project records, property control items, annual inventories, and file-retention requirements in accordance with state and federal mandates.
• Served as a key liaison and backup resource for vendors, Financial Services, Procurement, payroll, travel, and other DOTD business offices, resolving discrepancies and supporting continuity of administrative operations.

Skills

Accepting Direction

Following Policies and Procedures

Managing Resources

Education

Bachelor's degree

Tools

SRM/eProcurement

Accounts Payable systems

Job description

55/50667299/APS/08.25.26-AA

At DOTD, our mission is to empower communities and improve lives by delivering responsive, inclusive, and forward-thinking public services. We are proud to serve the people of Louisiana with integrity, innovation, and a deep commitment to equity.

About This Job

At DOTD, our mission is to empower communities and improve lives by delivering responsive, inclusive, and forward-thinking public services. We are proud to serve the people of Louisiana with integrity, innovation, and a deep commitment to equity.

Section 55 - Asst Sec Operation

55/50667299/APS/08.25.26-AA

At DOTD, our mission is to empower communities and improve lives by delivering responsive, inclusive, and forward-thinking public services. We are proud to serve the people of Louisiana with integrity, innovation, and a deep commitment to equity.

About This Position:

The incumbent of this position will serve as lead worker and perform functions as an Administrative Program Specialist A with a broad range of duties to include Traffic Operations Warehouse, Plant 276T Requisitioner, Contracts, Purchase Orders, Accounts Payable, Lacarte Travel and Purchase Cards, Section 45 Payroll. This position is located in the Engineering & Operations Business Office of the Department of Transportation and Development, and reports directly to the Administrative Program Manager 3.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

• Accepting Direction: Being open and willing to follow guidance or instructions.
• Following Policies and Procedures: Following, reinforcing, adapting, or developing policies and procedures to ensure compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.
• Managing Resources: Managing financial, physical, and contractual resources to ensure compliance and maximize business value.

Please visit our DOTD Career Center for more information about our agency:

http://wwwsp.dotd.la.gov/Inside_LaDOTD/Divisions/Mgmt_Finance/HR/Pages/Career_Center.aspx

Minimum Qualifications

Three years of experience in 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 in any field.

Job Specification

The official job specifications for this role, as defined by the State Civil Service, can be found here.

http://wwwsp.dotd.la.gov/Inside_LaDOTD/Divisions/Mgmt_Finance/HR/Pages/Career_Center.aspx

Job Duties:

• Managed fiscal operations for Section 45 Central Warehouse, processing and auditing 1,000+ vendor invoices monthly, ensuring accurate coding, contract compliance, budget availability, and timely payment processing.
• Oversaw procurement activities through SRM/eProcurement, including purchase orders, requisitions, confirming POs, change orders, vendor coordination, and compliance with DOTD procurement policies and procedures.
• Monitored budgets and expenditures by reconciling vendor/contract statements, tracking contract and invoice expiration dates, encumbering funds, auditing expenditures, and advising project managers of necessary budget adjustments.
• Maintained financial and property records by managing vendor files, permanent project records, property control items, annual inventories, and file-retention requirements in accordance with state and federal mandates.
• Served as a key liaison and backup resource for vendors, Financial Services, Procurement, payroll, travel, and other DOTD business offices, resolving discrepancies and supporting continuity of administrative operations.

Position Specific Details:

Appointment Type: Probational, Promotional, Job Appointment, or Detail to Special Duty

Compensation

This position is a AS-613 with the starting pay at $18.04 per hour.

Contact Information:

For further information about this vacancy contact:

Tiffany Lambert

Administrative Program Manager 3

225-935-0170

The Louisiana Department of Transportation and Development (DOTD) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities. DOTD does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any type.

Information on the Louisiana Workforce Commission, Louisiana Rehabilitation Services is available: https://www.laworks.net/workforcedev/lrs/lrs_rehabilitation.asp

Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity to make a difference through public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.

As a State Employee, You Will Earn Competitive Pay, Choose From a Variety Of Benefits, And Have Access To a Great Professional Development Program:

• Insurance Coverage More information can be found at https://info.groupbenefits.org/
• Parental Leave – Up to six weeks paid parental leave
• More information can be found at https://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx
• Holidays and Leave – State employees receive the following paid holidays each year:
  • New Year's Day
  • Martin Luther King, Jr. Day,
  • Mardi Gras,
  • Good Friday,
  • Memorial Day,
  • Independence Day,
  • Labor Day,
  • Veteran's Day,
  • Thanksgiving Day and Christmas Day.
  • Additional holidays may be proclaimed by the Governor
• State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.
• Retirement – State Of Louisiana Employees Are Eligible To Participate In Various Retirement Systems (based On The Type Of Appointment And Agency For Which An Employee Works). These Retirement Systems Provide Retirement Allowances And Other Benefits For State Officers And Employees And Their Beneficiaries. State Retirement Systems May Include (but Are Not Limited To):
  • Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video to give you more detailed information about their system
  • Teacher's Retirement System of Louisiana (www.trsl.org),