ADMINISTRATIVE PROGRAM SPECIALIST B (DCO/OTS)

Division of Administration-Office of Technology Services; Baton Rouge (LA); On-site; USD 60,000 - 85,000; Full time

Job summary

Division of Administration/Office of Technology Services seeks an Administrative Program Specialist B to lead Data Center Operations administrative functions. You will supervise staff, manage payroll, purchasing, HR, and safety programs, while ensuring compliance with state policies and regulations.

The role requires strong organizational and communication skills, with a focus on driving results and policy compliance across a 220+ employee unit.

Qualifications

• Four years of experience in administrative services or six years in any field with one year in admin services.
• Bachelor's degree plus one year in administrative services; or advanced degree.

Responsibilities

• Directs, organizes, supervises, and manages the work activities of professional staff responsible for administration of multiple specialized programs.
• Establishes policies, procedures and processes to improve efficiency and effectiveness of programs.
• Oversees payroll, purchasing, HR, safety, telecommunications, and mail distribution for the division.
• Directs personnel actions, recruitment, performance evaluations, and staff training to ensure compliance with policy and audit requirements.
• Manages teleworking agreements and ensures proper documentation and compliance.

Skills

Accepting Direction

Driving Results

Following Policies

Making Judgments

Education

Four years experience in admin services

Bachelor's degree + 1 year admin

Advanced degree

Job description

The Division of Administration/Office of Technology Services has a vacancy. This job title has an assigned pay grade of AS-614. This position is located in the Data Center Operation Section. Req. 227061

The Division of Administration, Office of Technology Services (OTS), is committed to delivering innovative, effective, and reliable technology solutions that support Louisiana’s Executive Branch agencies. Through strategic decision-making, problem-solving, and a skilled workforce, OTS works to maximize the State’s investment in technology.

We’re looking for an Administrative Program Specialist B to join the Data Center Operations (DCO) division, which provides critical technology infrastructure and support to state agencies statewide. This position oversees administrative operations, including personnel management, purchasing, payroll, telecommunications coordination, and building safety. The role also supervises administrative support staff and works independently to ensure efficient operations while maintaining compliance with state policies, laws, and regulations.

If you’re an organized, proactive leader with strong communication skills and a commitment to operational excellence, this could be the opportunity for you!

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

• Four years of experience in administrative services; OR
• Six years of full-time work experience in any field plus one year of experience in administrative services; OR
• A bachelor's degree plus one year of experience in administrative services; OR
• An advanced 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

MANAGE AND DIRECT ADMINISTRATIVE FUNCTIONS

• Directs, organizes, supervises, and manages the work activities of professional staff responsible for the administration for multiple specialized programs: Time Administration/Payroll, Telecommunications, Information Technology, Safety Management, Purchasing/Procurement, Human Resources, and Mail Distribution.
• Establishes policies, procedures and processes of specialized programs to improve and promote efficiency, productivity and effectiveness of specialized programs.
• Directs and supervises other administrative support staff:
  • Distributes workload assignments including setting priorities and assures timely and successful completion of assigned tasks.
  • Ensures all staff are trained on how to properly handle all aspects of their assigned duties.
  • Establishes and documents processes and procedures for handling administrative support functions.
  • Ensures staff are following processes and procedures to maintain compliance with policy and audit requirements.
  • Prepares performance planning and evaluations for support staff.

PERSONNEL MANAGEMENT

• Directs and manages all administrative functions within the Human Resources (HR) Program for all 220+ DCO employees.
• Represents DCO as human resources liaison with the DOA’s Office of Human Resources.
• Manages personnel action requests to ensure their compliance with DOA Employee Administration, DOA Human Resources, Civil Service and OTS rules and regulations.
• Reports to and advises the DCO Administrator and other leadership in all matters regarding special pay, optional pay, 6.5g pay requests, recruitment protocol, separations, hiring and on-boarding, job postings, FMLA quotas, position descriptions, etc.
• Oversee coordination with DCO leadership in assuring that all position descriptions are current and reflect the current job functions and duties (e.g., works in PD Workflow to execute duties changing, swapping TO’s, new positions, updating direct subordinate numbers, etc.).
• Oversees and directs the preparation and submittal of all DCO Performance Evaluation System (PES) forms. Ensures accuracy of form and content and is primarily responsible for compliance to DOA Office of Human Resources & Civil Service mandated deadlines. Advises management of any approaching deadlines that have not yet been met.
• Oversees the status and follows up on all personnel action requests (e.g., enters ePAR to execute hires, career progression group promotions, coordinates conditional offers of employment, annual student recertification, etc.).
• Responsible for overseeing all of the FMLA and Workers’ Compensation related communication, paperwork, tracking, notification and status.
• Manages and coordinates with staff to ensure proper completion and execution of paperwork for OnCall, Shift Diff, Cell Phone stipends, flex schedules, etc.
• Monitors and manages changing positions to permanent status as warranted.
• Manages recruitment activities (e.g., post vacancies, provision of assistance to applicants, tracks/monitors deadlines, etc.).
• Coordinates or oversees the accurate completion of separation paperwork for employees that are terminating or transferring as required by DOA, OTS, and Louisiana Workforce Commission.
• Responsible for distribution of pertinent information to all employees.
• Provides reports to DCO executive management related to personnel management activities.
• Manages execution of teleworking agreements with employees/supervisors/HR. Instructs employees regarding policy.

PAYROLL ADMINISTRATION

• Manages payroll and time-keeping administrative programs.
• Directs, organizes, and supervises the work of subordinate staff that function as primary time-keeping administrators for DCO’s 200+ staff.
• Monitors position costing and org unit information to ensure positions are costed to the appropriate OTS line of service and/or function.
• Monitors data into the LaGov HCM Payroll System for attendance and leave usage as needed and at the supervisor’s discretion.
• Calculates, keys, audits, and monitors all aspects of the payroll system according to established DOA HR policy and procedures.
• Coordinates with internal and legislative auditors to ensure payroll.
• Oversees and performs all activities associated with payroll.

PURCHASING MANAGEMENT

• Manages purchase orders, invoices, and other supporting documentation relative to payment requests and checks for accuracy and compliance with the Office of State Procurement procedures, State laws and DOA and OTS guidelines. Verifies information submitted, ensures payments are received, and researches and resolves any problems which may arise.
• Purchase or oversees purchases made by DCO staff using the State P-Card and ensures that all P-Card transactions meet policy requirements, are accompanied by supporting documentation, have received appropriate and required approvals, are logged and tracked, are compliant with all rules, laws and guidelines and are compliant with all auditing requirements and PPM49.
• Oversees the ordering and purchase of specialty supplies (e.g., business cards, retirement plaques, etc.).
• Administers the reviews and submission of monthly Bank of America P-Card Statements and ensures compliance with policy requirements.

SAFETY PROGRAM ADMINISTRATION

• Acts as liaison to Buildings and Grounds. Coordinates with Buildings and Grounds for any maintenance or repair that is required.
• Oversees and tracks building access requests.
• Coordinates with OTS management in the implementation of the DOA safety program in accordance with the safety policy statement issued by Commissioner of Administration.
• Manages the reporting and investigations regarding accident/incident reports to ORM via Sedgwick including maintaining and following up on all incidents/accidents.

TELECOMMUNICATIONS MANAGEMENT

• Administers Telecommunications Coordinator functions for all of DCO in assuming responsibility for agency requests for modifications to existing telecommunications equipment, systems or services, coordinating with other OTS sections for the acquisition of new telecommunications systems or services.
• Manages the ordering and receiving for all DCO equipment (e.g., computers, printers, laptops, monitors, etc.) utilizing the Procurement workflow in Ivanti.
• Completes the LAN / Profile form to get new users set up with an email.

Performs all other tasks, special projects, analysis, studies, and plans as directed. May act as a backup for other OTS divisions 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.

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]