Administrative Program Specialist A

LDH-Office of Behavioral Health; Jackson (LA); On-site; USD 40,000 - 60,000; Full time

Job summary

ELMHS in Louisiana seeks an Administrative Program Specialist A to coordinate Fiscal Department operations, provide administrative support, maintain records and timekeeping, and assist with budget preparation in compliance with state and federal requirements.

The role emphasizes following policies, managing resources, and supporting risk management and reporting initiatives, with duties spanning purchases, invoices, contract renewals, and reporting.

Qualifications

• Three years of experience in administrative services or six years in any field, or a bachelor's degree.
• Experience substitution: 30 semester hours = 1 year toward six years.
• Formal education or experience meeting State Civil Service requirements for the role.

Responsibilities

• Coordinate purchasing of goods, services, equipment, repairs and renovations per state procurement rules.
• Manage electronic requisition systems for procurement card, purchase orders, and inventory.
• Back up purchases through LaGov and Procurement Card.
• Prepare and process yearly service/maintenance renewals, amendments, and new contracts.
• Prepare monthly invoices, facility reports, QA data, dashboards, and KPI reports.
• Assist Office of Risk Management with insurance claims and coverage.
• Support ORM submissions for vehicle and property claims.

Skills

Accepting Direction

Accountability

Policies & Procedures

Managing Resources

Decisiveness

Ethics & Integrity

Adapting to Change

Continuous Improvement

Education

Bachelor's degree

Job description

The Mission of ELMHS is to provide mental health evaluation, treatment, habilitation, and consultation for adults. Programs include inpatient interventions, jail-based evaluations, supervised group home and residential programs, forensic evaluation, care, custody, and aftercare; intermediate and long-term psychiatric are in coordination with the total system of care in Louisiana.

ELMHS is looking for a motivated, detail-oriented, and positive individual to join our team as anAdministrative Program Specialist A! The selected candidate will coordinate Fiscal Department operations by providing administrative support, maintaining records and timekeeping, facilitating communication and policy implementation, assisting with budget preparation, and supporting compliance with state and federal requirements.

An ideal candidate will possess the following 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.
• Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.
• Acting Decisively: The ability to make timely, confident decisions using sound reason.
• Acting with Ethics and Integrity: The ability to make choices that reflect ethical standards, integrity, and honesty, regardless of circumstances or personal benefit.
• Adapting to Change: The ability to demonstrate flexibility in thoughts, behaviors, and actions in response to evolving circumstances or unexpected change.
• Championing Continuous Improvement: The ability to promote and implement ongoing enhancements in processes, products, services, or organizational culture.

• 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.

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

Job Duties:

In this role, you will:

• Plan, coordinate, and carry out all functions related to the purchasing of goods, services, equipment, repairs and renovations for Eastern LA Mental Health System ensuring that all purchases are made according to the rules and regulations of the state of Louisiana procurement code.

• Be responsible for the management of electronic requisition systems for procurement card, purchase orders, and inventory transactions.

• Provide assistance and back up support for purchases made through LaGov and by Procurement Card.

• Be responsible for preparing and processing yearly service and maintenance contract renewals, contract amendments and new contracts.

• Be responsible for receiving, reviewing, obtaining contract monitor's approval and processing for payment monthly invoices.

• Be responsible for preparing the monthly invoice payment rep01t, preparing the monthly facility project report, the monthly department QA data, the monthly departmental dashboard data, the Quarterly LaPas Performance Indicator data, the outstanding p-card transaction report used for projection purposes, and other reports as needed by Fiscal Director.

• Be responsible for assisting and providing backup to the Office of Risk Management Liaison by organizing casualty and property insurance, vehicle insurance and general insurance claims.

• Assists in securing coverage through the Division of Administration's Office of Risk Management (ORM).

• Assists in preparing and submitting to ORM all vehicle accident and property loss claims (both personal and agency).

Position-specific Details:

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

Contact Information:

Leigh Moore

ELMHS HR

[e-mail]

225-634-0680

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