Administrative Program Specialist B (Property & Fleet)

State of Louisiana; Baton Rouge (LA); On-site; USD 42,000 - 62,000; Full time

Job summary

The Office of Administration in Louisiana seeks an Administrative Program Specialist to oversee departmental inventory, surplus, and fleet operations, including Vehicle GPS, Voyager fuel program, and risk management reporting. The role involves maintaining inventory records, coordinating mail operations, and ensuring compliance with state procedures.

Candidates should have 4+ years of administrative experience or 6+ years in any field with 1 year in administrative services, or a relevant degree

Qualifications

• 4+ years of experience in administrative services.
• Six years of full-time work in any field with at least 1 year in administrative services; OR a bachelor’s degree plus 1 year in administrative services; OR an advanced degree.
• Experience substitutions: every 30 semester hours equals one year of experience (max 120 semester hours).

Responsibilities

• Maintains file on daily vehicle usage logs (MV3/4) and updates LaGov.
• Creates M4 vehicle home storage notifications in LaGov and submits to LPAA.

Skills

Inventory management

Fleet management

Administrative support

Record keeping

Education

Bachelor's degree + 1 year experience

Advanced degree

Tools

LaGov

LPAA

Voyager fuel card program

Vehicle GPS system

Job description

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.

• 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

• 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.

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.