ADMINISTRATIVE PROGRAM SPECIALIST-A

State of Louisiana; Monroe (LA); On-site; USD 40,000 - 60,000; Full time

Job summary

A government agency in Monroe, Louisiana is seeking a Procurement Assistant to manage district acquisitions, purchasing goods/services, and leading lower-level staff. Candidates should have at least three years in administrative services or a bachelor's degree. The role involves significant responsibility for compliance and coordination with various stakeholders, making it essential to thrive in a fast-paced environment.

Qualifications

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

Responsibilities

• Serve as the procurement agent for the District.
• Create requisitions and maintain purchase orders.
• Audit and maintain official records.
• Assist with procurement information for management.
• Manage the Purchasing and Travel Card Programs.

Skills

Displaying Expertise

Accurate Judgments

Thinking Critically

Education

Bachelor's degree

Tools

SAP

ERP systems

SRM systems

Job description

Overview

This position serves as the primary procurement assistant for District acquisitions and will lead lower-level staff. It is responsible for purchasing goods/services, performing annual inventories, auditing and monitoring inventories at D05 HQ and units, and auditing purchasing and payroll documents. The incumbent will work with technicians to ensure all payables are completed in a timely manner and assist with training of technicians and timekeepers (payroll). The selected candidate must be personable and able to work in a stressful environment.

Core Competencies

• Displaying Expertise: The ability to exhibit specialized skills or knowledge gained from experience or training.
• Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.
• Thinking Critically: The ability to question, analyze, interpret, and evaluate information to form a conclusion.

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.

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

Job Duties

• Incumbent serves as the procurement agent for the District, creating requisitions and purchase orders totaling approximately $4.5 million in support of 30 Administrative Units within the District. Ensures compliance with all District, Agency, and State Procurement Policies and Procedures. Responsible for ensuring accurate processing of all requisitions and purchase orders as assigned by the Administrative Program Manager 2.

• Creates, revises, and maintains purchase orders for goods and services in accordance with DOTD Procurement Policies and Division of Administration requirements. Utilizes SAP, ERP, SRM systems and spreadsheets/databases to ensure accurate goods receipts and issues. Responsible for coordinating with District Shop and Maintenance Administrative Coordinator 4s to ensure accurate posting of Purchase Order receivables. Initiates corrective action as deemed necessary.

• Audits and maintains official records/spreadsheets for commodities and services received for assigned Administrative Units throughout the District, advising Administrative Program Manager 2 of available inventory levels and services.

• Serves as initial point-of-contact to District personnel for the purchase of goods and services. In the absence of the Administrative Program Manager 2, serves as secondary point-of-contact for vendors providing outside services, including but not limited to maintenance of the District HQ HVAC unit, elevators (as applicable), alarm systems, and other support services.

• Assists in preparing complex statistical spreadsheets to aid management in determining procurement information for District Heads on acquisitions for each Administrative Unit. Gathers and provides data to Administrative Program Manager 2 of pending and current acquisitions. Updates Administrative Program Manager 2 concerning inventory levels and associated expenditures in preparation of budget forecasts. Provides procurement information to Accounts Payable as issues arise. Position Description SCS is kept for six (6) years.

• Assists the Manager 2 with administering and managing the Purchasing and Travel Card Programs. Assists with administering and managing the Petty Cash, cash and bank accounts.

Position Details

Appointment Type: Probational, Promotional, or Detail to Special Duty for permanent DOTD employees only

Work Schedule: Monday-Friday from 7:45 AM to 4:15 PM.

How To Apply

No Civil Service test score is required to be considered for this vacancy.

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

To apply for this vacancy, click the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials prior to appointment. Please attach a copy of your transcript to your application if possible.

The Louisiana Department of Transportation and Development (DOTD) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities. DOTD does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any type.

Information on the Louisiana Workforce Commission, Louisiana Rehabilitation Services is available here.

Contact Information:

Veronica Lingefelt
Admin. Program Manager 3
318-342-0116