Administrative Program Specialist A

State of Louisiana; Baton Rouge (LA); On-site; USD 38,000 - 74,000; Full time

Benefits offered by this job

Insurance Coverage

Parental Leave

Holidays and Leave

Retirement

Job summary

The State of Louisiana's Office of Management and Finance, within the Department of Public Safety and Corrections, seeks an Administrative Program Specialist to coordinate personnel records, public records requests, legal inquiries, and property control. The role focuses on digitizing records and improving HR processes.

Responsibilities include overseeing confidential HR records, liaising on public records requests, and evaluating internal controls to boost efficiency.

Qualifications

• Three years of experience in administrative services
• Six years of full-time work experience in any field
• A bachelor's degree

Responsibilities

• Coordinate and oversee administrative programs related to personnel records management, public records requests, legal inquiries, and property control to ensure compliance with agency policies and applicable regulations.
• Manage the organization, maintenance, retention, and retrieval of confidential Human Resources records and documentation while ensuring accuracy, security, and accessibility.
• Serve as liaison for public records and legal request coordination by researching, compiling, reviewing, and tracking requested information in accordance with established deadlines and procedures.
• Evaluate and improve administrative processes and internal controls related to records management and property accountability to enhance operational efficiency and program effectiveness.

Job description

About This Job

At the Office of Management and Finance, our mission is to provide effective management and support services in an efficient and professional manner to all agencies within Public Safety Services and to public and private entities.

At the Office of Management and Finance, our mission is to provide effective management and support services in an efficient and professional manner to all agencies within Public Safety Services and to public and private entities. This position is located within the Human Resources Management Office of the Department of Public Safety and Corrections, Public Safety Services, which includes the Office of Management and Finance, Office of State Police, Office of Motor Vehicles, Office of State Fire Marshal, Highway Safety Commission, Liquefied Petroleum Gas Commission, and Louisiana Gaming Control Board. This Administrative Program Specialist position serves as a program administrator responsible for coordinating, overseeing, and continuously improving key administrative functions within Human Resources, including personnel records management, public records, legal request coordination, and property control. This job will also be responsible for implementing an electronic database system to digitize all personnel records for DPS and assume responsibility for HR's property control.

Competencies

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• 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.
• Acting With Ethics and Integrity: The ability to make choices that reflect ethical standards, integrity and honesty, regardless of circumstances or personal benefit.
• Building and Supporting Teams: The ability to combine one's actions and efforts with others to work toward achieving a common goal.
• Championing Improvement: The ability to promote and implement ongoing enhancements in processes, products, services, or organizational culture.
• Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Leveraging Technology: The ability to use digital tools, systems, and emerging technologies to improve efficiency and effectiveness.
• Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well supported conclusions.

If you're compassionate, organized, and thrive in a people-centered environment, this could be the opportunity for you!

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.

Job Duties

Job Duties and Other Information

• Coordinate and oversee administrative programs related to personnel records management, public records requests, legal inquiries, and property control to ensure compliance with agency policies and applicable regulations.
• Manage the organization, maintenance, retention, and retrieval of confidential Human Resources records and documentation while ensuring accuracy, security, and accessibility.
• Serve as liaison for public records and legal request coordination by researching, compiling, reviewing, and tracking requested information in accordance with established deadlines and procedures.
• Evaluate and improve administrative processes and internal controls related to records management and property accountability to enhance operational efficiency and program effectiveness.

Position-Specific Details

Appointment Type: This can be filled as Probational and/or a job appointment. If filled as a Job Appointment only, it would consist of a period of 4 years

Compensation: This job appointment has an annual salary minimum of $37, 523 up to $73, 632.

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

For Further Information About This Vacancy, Contact

Joel Sunsin

Human Resources Analyst B

7979 Independence Blvd Ste 201, Baton Rouge, LA, 70808

Ph: 225-925-6068

Email: [e-mail]

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),
• Louisiana School Employees Retirement System (www.lsers.net), among others