Administrative Program Specialist A or B

State of Louisiana; Baton Rouge (LA); On-site; USD 42,000 - 60,000; Full time

Job summary

The Governor’s Office of Elderly Affairs (GOEA) seeks a detail-oriented professional to manage purchasing, contracts, grants review backup, property records, and inventory control across GOEA offices in Baton Rouge and satellites.

Responsibilities include reviewing requests, processing purchase orders, maintaining contract data, tracking property, and coordinating travel, telecommunications, and payments. A bachelor’s degree or related experience is required.

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

• Serves as the purchasing office for GOEA, handling procurement of supplies, equipment, and services. Prepares purchase orders and requisitions by reviewing requests, verifying specifications and nomenclature, and comparing prices.
• Manages purchase orders and equipment/software maintenance contracts, including tracking coverage periods and selecting appropriate state contracts for renewals. Reviews and edits purchasing documents and data for accuracy, completeness, and compliance with agency standards.
• Acts as the primary backup for the Contracts Grant Reviewer. Tracks the status of all agency contracts through the following Steps.
• Serves as Property Manager for GOEA, tracking property acquisition, movement, and disposal across the Baton Rouge and four satellite offices. Maintains property records in the LPAA Protege system and conducts annual physical inventories. Tracks federally funded property and provides inventory data for financial reporting. Maintains agency storage and supply rooms, including supply purchasing and inventory control.
• Serves as back-up for the CBA card holder in the absence of the Accountant. Will be responsible for making payments in relation to travel expenses, such registration, airfare and hotel accommodations.
• OTM TC Telecommunications Coordinator, agency wide. Performs all the functions of the OTM Telecommunications Coordinator for both voice and data services statewide. Job duties include preparing work orders to move voice lines within the the Baton Rouge office. Work orders with OTM to add/remove phone numbers or services on phone numbers statewide.

Skills

Procurement

Contract management

Property management

Inventory control

Travel coordination

Telecommunications coordination

Communication

Time management

Education

Bachelor's degree

Tools

LPAA Protege system

Job description

At the Governor’s Office of Elderly Affairs (GOEA), our mission is to advocate for the needs and rights of older adults, improve the quality of life for seniors, promote public awareness, prevent and address elder exploitation and abuse, build strong community partnerships, and support intergenerational activities.

We are seeking a detail-oriented and experienced professional to perform purchasing, property management, and inventory control, travel, telecommunications and contracts grant reviewer functions. The position will ensure that these activities are conducted in accordance with GOEA policies and procedures, as well as applicable federal and state laws, rules, and regulations.

An ideal candidate should 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, and outcomes.
• Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value
• Building and Supporting Team: The ability to combine one's action and efforts with others to work toward achieving a common goal.
• Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Demonstrating Persistence: The ability to maintain sustained effort an focus to achieve goals, especially when facing slow progress, setbacks, or obstacles.
• Managing Projects: The ability to plan, implement, and close out project initiatives by coordinating people, resources, and timelines to achieve defined outcomes.
• Managing Time: The ability to prioritize tasks, meet deadline and allocate time to ensure timely completion of work goals.

Qualifications and Experience Requirements:

• 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 Duties:

• Positions allocated at this level tend to focus on specialized, programmatic examples of work as listed below:
• Serves as the purchasing office for GOEA, handling procurement of supplies, equipment, and services. Prepares purchase orders and requisitions by reviewing requests, verifying specifications and nomenclature, and comparing prices.
• Manages purchase orders and equipment/software maintenance contracts, including tracking coverage periods and selecting appropriate state contracts for renewals. Reviews and edits purchasing documents and data for accuracy, completeness, and compliance with agency standards.
• Acts as the primary backup for the Contracts Grant Reviewer. Tracks the status of all agency contracts through the following Steps.
• Serves as Property Manager for GOEA, tracking property acquisition, movement, and disposal across the Baton Rouge and four satellite offices. Maintains property records in the LPAA Protege system and conducts annual physical inventories. Tracks federally funded property and provides inventory data for financial reporting. Maintains agency storage and supply rooms, including supply purchasing and inventory control.
• Serves as back-up for the CBA card holder in the absence of the Accountant. Will be responsible for making payments in relation to travel expenses, such registration, airfare and hotel accommodations.
• OTM TC Telecommunications Coordinator, agency wide. Performs all the functions of the OTM Telecommunications Coordinator for both voice and data services statewide. Job duties include preparing work orders to move voice lines within the the Baton Rouge office. Work orders with OTM to add/remove phone numbers or services on phone numbers statewide.

Position - Specific Details:

• Appointment Type: Probational
• Compensation: Depends on the experience of the selected candidate

Special Requirement:

Driving, travel and overtime will be required as deemed necessary by the supervisor.

The Governor's Office of Elderly Affairs is an Equal Opportunity Employer and State as a Model Employer (SAME) to promote diversity and inclusion in the workplace.

All prospective new hires will be subject to employment eligibility verification via the federal government's E-verify.

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

For further information about this posting, please email Human Resources [e-mail]