Administrative Program Specialist A

State of Louisiana; Jackson (LA); On-site; USD 42,000 - 66,000; Full time

Job summary

Eastern LA Mental Health System in Louisiana is seeking an Administrative Program Specialist A to coordinate Fiscal Department operations, maintain records, assist with budget preparation, and ensure compliance with state and federal requirements.

You will manage electronic requisition systems, support contract renewals, process invoices, and prepare reports for the Fiscal Director. This role emphasizes meticulous administrative support and adherence to civil service guidelines.

Qualifications

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

Responsibilities

• 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 report, 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).

Skills

Accepting Direction

Demonstrating Accountability

Following Policies and Procedures

Managing Resources

Acting Decisively

Acting with Ethics and Integrity

Adapting to Change

Championing Continuous Improvement

Education

Bachelor's degree

Tools

LaGov

Procurement Card system

Electronic requisition systems

Job description

About This Job

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 an Administrative 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.

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

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 report, 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.

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.aspxHolidays 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