Administrative Program Specialist B (Fiscal & Budget)

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

Job summary

Office of Administration – Fiscal & Budget in Baton Rouge, LA, seeks an Administrative Program Specialist to perform professional-level duties focusing on tracking and surplus of departmental inventory and annual physical inventory accounting. The role also covers fleet inventory, GPS system administration, Voyager fuel cards, risk exposure reporting, and mail operations.

Ideal candidates will have strong skills in policy adherence, resource management, and driving results.

Responsibilities

• Maintains a file on all signed and completed daily vehicle usage logs (MV3/4) and updates vehicle log records in LaGov.
• Coordinates inventory management for assets and taggable items and updates changes in LaGov.
• Manages Central Receiving and Mail Operations functions for the department.
• Compiles information to prepare quarterly risk management exposure reports.

Job description

Office of Administration – Fiscal & Budget

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.

An ideal candidate should possess the following competencies:

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.

Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.

• 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:

This Administrative Program Specialist B position is located within the Fiscal & Budget Division of the Office of Administration and is domiciled in Baton Rouge, LA. This position reports to the Administrative Program Director 2. Work is independent and subject to broad supervision.

• 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 movable 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.

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

For further information about this vacancy, contact:

Human Resources

Department of Conservation & Energy

PO Box 94396

Baton Rouge, LA 70804-9396

Email: [e-mail]