Administrative Program Specialist B (Fiscal & Budget)

State of Louisiana; Baton Rouge (LA); On-site; USD 48,000 - 62,000; Full time

Benefits offered by this job

Insurance

Parental Leave

Holidays

Retirement benefits

Job summary

The State of Louisiana is seeking an Administrative Program Specialist within the Office of Administration—Property & Fleet Management in Baton Rouge. The role focuses on tracking and surplus of departmental inventory, managing fleet assets, LaGov updates, and annual physical inventories to ensure accuracy and compliance.

Appointment type is probationary with flexible work hours; compensation will be determined by qualifications and experience. Email: [e-mail] for more information.

Qualifications

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

Responsibilities

• Maintains inventory and asset records and updates LaGov with transfers and surpluses.
• Manages fleet inventory, vehicle GPS system, and related risk reports.
• Supports quarterly inventory reviews and retention scheduling for IT equipment.
• Coordinates central receiving and mail operations within the department.
• Assists with securing and renewing registrations and licenses for vehicles and trailers.
• Other duties as assigned.

Job description

About This Job

Office of Administration - Property & Fleet Manager. The Office of Administration (OAD) supports the effective operation of the Department by managing accounting, budget control, procurement, contract management, strategic planning and personnel management. The Office ensures fiscal responsibility, workforce development, regulatory compliance and modernization of administrative systems to enhance operational efficiency and transparency. This Administrative Program Specialist is responsible for performing professional level administrative duties, focusing on the tracking and surplus of departmental inventory and conducting an annual physical inventory accounting for all items. The duties also include the management of the agency's fleet inventory, the administration of the agency’s vehicle GPS system, Voyager fuel card program, Office of Risk Management (ORM) risk exposure report on employees and property, and mail operations.

Minimum Qualifications

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

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

Duties Include, But Are Not Limited To The Following:

• Maintains a file on all signed and completed daily vehicle usage logs (MV3/4), personal assignment and/or home storage agreements, and updates the vehicle log records into LaGov.
• Creates M4 vehicle home storage notifications in LaGov and submits to LPAA.
• Submits assignments of movable property with Louisiana Property Assistance Agency (LPAA}, and updates information in LaGov.
• Collects and prepares all documentation necessary for application to the Department of Public Safety for all vehicle and trailer license plates and registrations, as well as to the Department of Wildlife and Fisheries (WLF) for boat registrations.
• Manages all aspects of inventory for all assets and taggable items, ensuring that all moveable property is properly tagged, and that all changes are entered into LaGov upon acquisition/transfer/surplus.
• Creates Equipment Master Records in LaGov for all equipment that accrue costs.
• Completes quarterly inventory reviews to ensure accurate records and maintain a retention schedule for IT equipment.
• Coordinates the department's Central Receiving and Mail Operations functions.
• Compiles information to prepare and submit quarterly risk management exposure reports.
• Other duties as assigned.

Position-Specific Details

Appointment Type: Probational

Career Progression: This position does not participate in a Career Progression Group.

Work Schedule: Work hours are flexible.

Compensation: The salary offered will be determined based on qualifications and experience.

Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.

For Further Information About This Vacancy Contact:

Human Resources

Department of Conservation & Energy

PO Box 94396

Baton Rouge, LA 70804-9396

Email: [e-mail]

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.

Benefits and Perks

• Insurance Coverage More information can be found at https://info.groupbenefits.org/
• Parental Leave - Up to six weeks paid parental leave
• Holidays 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
• 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

01

How well do you set goals, stay focused, and follow through— especially when faced with challenges or competing demands?

• I struggle to set direction, miss deadlines, avoid challenges, or resist feedback.
• I set basic goals, make some progress, and accept feedback when supported.
• I set clear goals, stay focused, take ownership of results, and use feedback to improve.
• I set bold goals, lead progress, push through setbacks, and help others learn from challenges.

02

Explain your selection by providing specific examples from your experience.

03

How well do you apply rules, policies and procedures in your work?

• I struggle to follow rules or apply policies correctly, which can lead to confusion or mistakes.
• I follow rules with support and help correct issues, but I sometimes apply policies inconsistently.
• I apply and explain policies accurately, adapt to routine situations, and help improve procedures.
• I guide others in applying policies, prevent compliance issues, and improve procedures based on experience.

04

Explain your selection by providing specific examples from your experience.

05

How well do you manage financial, physical, or contractual resources to meet operational needs?

• I struggle to manage resources, don’t always follow required procedures, or have trouble keeping accurate records.
• I handle basic resource tasks but may not consistently align them with priorities or follow procedures.
• I manage resources effectively, follow procedures, track usage, and maintain accurate records to support my team’s goals.
• I plan ahead to meet future needs, improve systems, strengthen vendor relationships, and ensure compliance across resource areas.

06

Explain your selection by providing specific examples from your experience.

• Required Question