ADMINISTRATIVE PROGRAM SPECIALIST-A (DCO/OTS)

State of Louisiana; Baton Rouge (LA); On-site; USD 42,000 - 64,000; Full time

Job summary

The Division of Administration/Office of Technology Services in Baton Rouge is seeking a Payroll/Administrative Specialist (AS-613) to support Data Center Operations (DCO). The role covers payroll processing, purchasing, personnel management, and supply inventory for 220+ staff across two state data centers.

You will perform receptionist duties, assist with special projects, and help ensure compliance with state policies and civil service rules.

Qualifications

• Experience in administrative services and payroll processing.
• Knowledge of state policies, Civil Service rules, and purchasing procedures.
• Excellent verbal and written communication skills.

Responsibilities

• Functions as time-keeping administrator for 220+ staff and payroll audits.
• Coordinate and perform payroll activities and adjustments.
• Procure supplies and manage purchasing using P-card processes.
• Oversee personnel management and distribution of policies to staff.
• Manage supply inventory and provide receptionist support; assist special projects.

Skills

Payroll Administration

Purchasing

Personnel Management

Supply Inventory

Office Receptionist

Education

Bachelor's degree

Tools

ABCLA.com

NEOGOV requisition

LaGov HCM Payroll

Job description

The Division of Administration/Office of Technology Services has a vacancy. This job title has an assigned pay grade of AS-613. This position is located in the Data Center Operation Section. Req. 225332

The Office of Technology Services aims to be a responsible partner in delivering innovative, effective, and reliable solutions that support and enhance the IT functions within Executive Branch Departments. The Office of Technology Services will work to increase the return on the State's investment in technology by promoting smart decision-making, solving problems intelligently, increasing the rate of project success, and fostering a skilled and professional staff.

Incumbent of this position assists with the administrative functions for the Data Center Operations (DCO) division. DCO provides core infrastructure for state agencies statewide. DCO has approximately 220 employees that manage two state data centers which includes support for 5,000 servers, 14,000 databases, 40,000 email accounts, 2,800+ network nodes across 1,250 locations, and 5,500 circuits. Supervision is received from the Administrative Assistant 5 and work is performed with a moderate independence and initiative. Verbal and written communication skills are required as well as considerable knowledge of state policies, laws, rules and regulations. DCO has approximately 220+ employees, and the incumbent is responsible for assisting with administrative functions for OTS-DCO such as payroll, purchasing, personnel management, supply inventory, serving as office receptionist, and other administrative support functions. The incumbent also works on special projects as required.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Driving Results: The ability to set and pursue goals, maintain focus amid competing demands, and deliver results.
• 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.
• Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.

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

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: PAYROLL ADMINISTRATION:

• Functions as time-keeping administrator for DCO’s 220+ staff. Enters data into the LaGov HCM Payroll System for attendance and leave usage as needed and at the supervisors discretion.
• Calculates, keys, audits, and monitors all aspects of the payroll system according to established DOA HR policy and procedure.
• Participates in internal and legislative payroll audits.
• Coordinates and performs all activities associated with payroll. Enters and submits documentation for review and approval for all necessary Prior Period Adjustments.
• Collects and reviews all required supporting documentation for accuracy and proper signatures.

PURCHASING:

• Responsible for the procurement of supplies.
• Uses P-card to pay invoices and purchase materials.
• Performs P-card reconciliation and backup documentation monthly.
• Submits request in ABCLA.com for sharp machine supplies.
• Coordinates the ordering and purchase of specialty supplies (e.g., business cards, retirement plaques, etc.

PERSONNEL MANAGEMENT:

• Monitors employee performance evaluation system (PES) are completed in an accurate and timely manner to ensure compliance with DOA HR and Civil Service Rules.
• Advises management of any approaching deadlines that have not yet been met.
• Receives, interprets and distributes to management all Civil Service, DOA, and OTS policies and procedures relative to human resources matters.
• Responsible for distribution of pertinent information to all employees. Coordinates necessary approvals to post positions at the supervisors discretion (e.g., internal approvals, OTS Staffing Request Form, etc.)
• Coordinates job postings at the supervisors discretion (e.g., enters NEOGOV requisition, distributes applicant info, etc.)
• Monitors and facilitates changing positions to permanent status as warranted. Handle incoming/outgoing documents and route to appropriate internal sections in OTS, other state governmental offices and vendors, etc

SUPPLY INVENTORY:

• Manages the supply room inventory for DCO-ISB data center. Take periodic physical inventories. Makes certain an adequate level of supplies are available at all times, to ensure the uninterrupted operation of all activities within DCO.
• Recommends reorder quantities. Issues supplies to DCO employees.
• Performs all other tasks, special projects, analysis, studies and plans as directed. May act as primary of any of the above mentioned duties for OTS and/or backup for other OTS sections as needed.

Position-Specific Details:

Appointment Type: This vacancy will be filled by a new hire or by promotion of a current permanent status classified employee.

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

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

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position. A criminal history check may be conducted on employees changing positions including promotions, demotions, details, reassignments and transfers. Also, prospective employees may be subject to pre-employment drug testing. New hires will be subject to employment eligibility verification via the federal government's E-verify system.

For further information about this posting, please contact: Erica R. Gay HR Specialist Division of Administration/Office of Human Resources Email: [e-mail]