ADMINISTRATIVE PROGRAM SPECIALIST-A

State of Louisiana; Baton Rouge (LA); On-site; USD 55,000 - 75,000; Full time

Job summary

State of Louisiana, Division of Administration/Office of Human Resources, seeks an administrative professional to provide essential support across purchasing, property control, safety, and office management. The role interacts with multiple levels of state government and the public, requiring discretion and strong organizational skills.

Ideal candidates will bring experience in government procurement processes, timekeeping, and personnel support, with a commitment to compliance and efficient

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; max substitution is 120 semester hours (up to four years).

Responsibilities

• Purchasing: Serves as OHR Purchasing Coordinator, creates purchase orders in LaGov eProcurement, monitors needs and expeditures, and ensures compliance with the LaCarte Purchasing Card Program.
• Property Control: Maintains inventory, conducts annual inventory, and oversees acquisition, storage, and disposal of property.
• Safety: Coordinates staff safety training, maintains safety files, and manages driving records and ORM audits.
• Office Manager: Oversees routine operations, reception, scheduling, and maintenance requests.
• OHR Personnel Liaison: Handles timekeeping, payroll data, and hiring coordination.

Skills

Communicating Effectively

Making Accurate Judgments

Managing Resources

Following Policies and Procedures

Education

Bachelor's degree

Job description

About This Job

The Division of Administration/Office of Human Resources has a vacancy. This job title has an assigned pay grade of AS-613.

About This Job

The Division of Administration/Office of Human Resources has a vacancy. This job title has an assigned pay grade of AS-613.

An Ideal Candidate Should Possess The Following Competencies

• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
• Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.
• Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
• 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.

This is a responsible position providing administrative and programmatic support for the Division of Administration, Office of Human Resources (OHR), a full service human resources office and program for a group of very complex and highly visible entities. Due to the complex, confidential and sensitive nature of the function of the OHR the incumbent must possess good organizational skills, negotiation skills, and diplomacy as the incumbent communicates with individuals from all levels of state government, including the legislative branch, and the general public. Incumbent works with a high degree of independence and with minimal supervision.

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

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

Purchasing

• Serves as OHR Purchasing Coordinator in procurement of goods and services for the office.
• Creates purchase orders in LaGov eProcurement (SRM).
• Monitors need for supplies and other office staff needs during the year.
• Places orders upon Director’s approvals for supplies, travel expenditures, dues, subscriptions, etc.
• Uses delegated authority to make purchases through state P-Card.
• Responsible for all purchases, recordkeeping, and staying in compliance with the regulations within the LaCarte Purchasing Card Program

Property Control

• Serves as OHR Property Control Manager.
• Maintains current inventory of all property and conducts and submits an annual inventory and certification of moveable property to Louisiana Property Assistance Agency (LPAA).
• Coordinates the acquisition, storage and disposal of office furniture, equipment and supplies.
• Responsible for reporting and tagging new property with an acquisition cost over $1,000.
• Responsible for the disposal of surplus property.

Safety

• Serves as OHR Safety Manager.
• Coordinates staff training in all required safety areas and schedules required training courses for staff.
• Ensures that employees are aware of current DOA safety policies and procedures by conducting quarterly safety meetings.
• Secures employee driving records from the Office of Motor Vehicles and completes driver authorizations annually for employees who travel on State business.
• Maintains accurate up-to-date safety files for audits conducted by the Office of Risk Management (ORM).

Office Manager

• Responsible for independently ensuring routine office operations are completed.
• Supervises the OHR reception area; greets visitors; screens telephone calls and answers questions ranging from routine to complex.
• Assists HR staff with routine office matters such as special mailing needs, scheduling meetings/events, etc.
• Submits office maintenance requests through LaGov module
• Keeps up historical files on section/client records.

OHR Personnel Liaison

• Serves as primary timekeeper and personnel liaison for OHR staff and office.
• Inputs negative and positive time entry into the LaGov HCM system.
• Runs reports relative to time entry detail and absence quotas in order to review for accuracy.
• Audits leave and payroll information for accuracy.
• Maintains filing system consisting of payroll sign-in sheets, leave slips, reports and any other information necessary for audit purposes.
• Prepares OHR personnel related paperwork for Director as appropriate.
• Coordinates the hiring of new HR staff

Position-Specific Details

Appointment Type

This vacancy will be filled by new hire or by promotion of a current permanent status classified employee. A permanent status employee may be required to serve a new probationary period in lieu of promotion.

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

For Further Information About This Posting, Please Contact:

Erica R. Gay

HR Specialist

Division of Administration/Office of Human Resources

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