Administrative Program Specialist A

Division-of-Administration; Baton Rouge (LA); On-site; USD 45,000 - 65,000; Full time

Job summary

Division of Administration, Office of Community Development in Louisiana seeks an Administrative Program Specialist-A to support the CDBG program. The role requires ensuring compliance with state and federal regulations and coordinating personnel, travel, purchasing, and records management.

The ideal candidate will possess strong administrative skills, experience with state government processes, and the ability to work under guidance, following established policies and procedures to support

Qualifications

• Three years of administrative services experience; OR six years of full-time work in any field; OR a bachelor's degree.
• Experience substitution: 30 semester hours earned equals one year of experience; maximum substitution is 120 semester hours (four years).

Responsibilities

• Processes personnel actions for OCD-CDBG, LGAP, obtaining signatures and tracking from start to finish.
• Prepares out-of-state travel authorizations and arrangements; coordinates airline tickets and hotels within regulations.
• Acts as purchasing and procurement officer for OCD-CDBG, LGAP; reviews contracts and renews them; purchases state vehicles.
• Serves as Property Control Manager; maintains inventory and disposals; keeps records.
• Serves as agency's computer system liaison with IT staff; coordinates telecom installations and repairs.
• Produces the LCDBG Grantee Handbook with compliance guidance; plans workshops for LCDBG, LGAP, CWEF programs.
• Acts as confidential executive assistant to the Director; schedules appointments and interprets policy.

Skills

Accepting Direction

Following Policies and Procedures

Making Accurate Judgments

Education

Bachelor's degree

Job description

The Division of Administration/Office of Community Development has a vacancy.

This job title has an assigned pay grade of AS-613.

This Administrative Program Specialist-A will assist with administrative functions in the Community Development Block Grant Program (CDBG).

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.
• Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.

The Division of Administration is the state government’s management arm and the hub of its financial operations. Division offices perform a wide variety of activities including the following:

• Overseeing the state’s capital construction program
• Working to provide state and federal grants for community development
• Development of the state budget
• Providing technology services
• Giving agencies guidance in the state purchasing and contracting process as they seek goods and services
• Administering a program that provides federal funds to help Louisiana residents recover from a series of devastating hurricanes

• 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 Duties:

• Processes all personnel actions for OCD-CDBG, LGAP including obtaining the proper authorities' signature and tracking the paperwork from inception to completion. Assists OCD-CDBG, LGAP Program Managers/Supervisors in assuring that all position descriptions are current and reflect the current job functions and duties. Verifies and maintains Coordinates the hiring and orientation of all new employees.
• Prepares out-of-state travel authorizations and arrangements for OCD-CDBG, LGAP staff. Obtains approvals of designated authorities. Contacts travel agency for airline reservations and hotels for room reservations, ensure rates are within the State Travel Regulations. Arranges for payment of registration fees. Prepares flight schedule for the employee traveling and checks airline tickets for accuracy upon receipt from the travel agency.
• Serves as purchasing and procurement Officer for OCD-CDBG, LGAP of goods and services as it relates to the LaCarte purchasing card, and LaGOV generated purchases orders in accordance with State Purchasing Regulations. Reviews contracts for any changes/corrections and renews contracts. Purchases new state vehicles. Resolves conflicts with vendors.
• Serves as Property Control Manager (bonded). Responsible for an accurate maintenance for the inventory of all federal and State-owned equipment, in accordance with the State’s Property Control Regulations. Oversees the activities, which range from tagging items and the annual physical inventory to the disposition of surplus property. Maintains complete files and/or records of all transactions.
• Serves as agency's computer system liaison/coordinator with professional information technology staff.
• Serves as Telecommunication Coordinator by corresponding with the Office of Telecommunications Management to arrange all new telephone installations, including voice mail, paging and cellular phone services, changes and repairs. Resolves problems, which may arise.
• Responsible for the compilation and production of the annual LCDBG Grantee Handbook, which provides detailed step by step instructions for grantees in all compliance areas associated with the Community Development Block Grant Program.
• Responsible for the planning and execution of all workshops associated with the administration of the LCDBG, LGAP, and CWEF programs.
• Acts as confidential executive assistant to the Director of the Office of Community Development. Assists in the determination and interpretation of agency policy and procedures.
• Schedules appointments for the Director.

Position-Specific Details:

Appointment Type: This vacancy will be filled by a new hire or by promotion of a current permanent status classified employee.

Louisiana is a "State as a Model Employer" for People with Disabilities

A criminal history check may be conducted on all new hires as well as employees changing positions, including promotions, demotions, details, reassignments, and transfers.

Also, prospective employees may be subject to pre-employment drug testing.

New hires will be subject to employment eligibility verification via the federal government's E-Verify system.

*Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumeswill not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application. The selected candidate will be required to submit original documentation upon hire.

For further information about this posting, please contact:
Erica R. Gay
HR Specialist
Division of Administration/Office of Human Resources
email: [e-mail]