Administrative Program Specialist B (DcoOts)

About this Job

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 Louisianas Executive Branch agencies. Through strategic decision-making problem-solving and a skilled workforce OTS works to maximize the States investment in technology.

Were 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 youre 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 governments management arm and the hub of its financial operations. Division offices perform a wide variety of activities including the following:

• Overseeing the states 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

Minimum Qualifications

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 bachelors 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.

Job Specification

The official job specifications for this role as defined by the State Civil Service can be found here .

Job Duties and Other Information

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: o Develops professional staff by providing training assigning work monitoring performance reviewing and checking work providing feedback and evaluating based on performance standards.

• 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 DOAs 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 TOs 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 DCOs 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 supervisors 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.

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

To apply for this vacancy click on the Apply link above and complete an electronic application which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the information section of the Current Job Opportunities page.

*Information to support your eligibility for this job title must be included in the application (i.e. relevant detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applicants qualifying based on college training or receipt of a bachelors degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application. The selected candidate will be required to submit original documentation upon hire.

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 applicants 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 governments E-verify system.

For further information about this posting please contact:
Erica R. Gay
HR Specialist
Division of Administration/Office of Human Resources
Email:

Required Experience:

IC