Administrative Program Specialist A

About This Job

The Office of the State Public Defender has a vacancy. This job title has an assigned pay grade of AS-613. The Office of the State Public Defender (OSPD) regulates the delivery of legal services for indigent persons accused of crimes through dedicated, well-trained, and talented public defenders and support staff in all 64 parishes.

This position provides administrative and programmatic services in the management of statutorily mandated and agency-established programs. Responsibilities include payroll, purchasing/procurement, fleet/property, travel, and general office administration. This position must maintain a current safe driver certification at all times, complete mandatory training in LaGov and other certification programs necessary to fulfill the duties of the position. Advanced computer/technical and organizational skills, the ability to handle confidential information, and the capacity and confidence to work independently are required.

An ideal candidate should possess the following competencies:

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• 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.

Minimum Qualifications

Three years of experience in administrative services; OR six years of full-time work experience in any field; OR a bachelor's 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:

• Providing reception service and frontline phone management, when necessary
• Researching and arranging staff lodging
• Obtaining annual authorized travel status for staff and maintaining travel records for audits
• Working with vendors to resolve discrepancies or other issues (i.e., invoicing, taxes, prices, prohibited fees/expenses)
• Receiving, documenting, and routing general office invoices for payment
• Logging, reviewing, and submitting LAWS invoices for payment
• Managing the agency's bi-weekly payroll actions, including: ensuring prompt and accurate input of employee hours; reviewing all required supporting payroll documentation; maintaining agency timekeeping records pursuant to the Cross Application Time Sheet (CATS) and office rules, protocols, and policies
• Training in and use of the LPAA and LaGov (ECC) property/inventory system to effectively: maintain agency property inventory and surplus logs; meet mandatory reporting deadlines
• Maintaining vehicle registrations, inspections, basic maintenance, roadside assistance and roadside assistance contacts, repair and maintenance logs; submitting and maintaining mandatory state vehicle reporting;
• Reconciling monthly FuelTrac (Voyager) account billing and reconciliations; maintaining individual vehicle usage mileage reports for quarterly reporting; conducting monthly vehicle inspections
• Maintaining vehicle reservation calendar; providing executive staff with ready/available vehicles for agency travel
• Maintaining purchase/expenditure documentation
• Working with vendors to resolve purchase or expenditure issue/discrepancies
• Reconciling P-Card purchases pursuant to state and agency rules, regulations, and protocols

Other duties assigned by the State Public Defender, Budget Administrator, or General Counsel Position-Specific Details:

Appointment Type: This vacancy will be filled by a new hire or by promotion of a current permanent status classified employee.

Compensation: Depends on the qualifications of the selected applicant.

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. A criminal history check may be conducted on all new hires as well as 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. 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. Applications may be rejected if incomplete. Applicants qualifying based on college training or receipt of a baccalaureate 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 online application. The selected candidate will be required to submit original documentation upon hire.

For further information about this posting, please contact: Erica R. Gay HR Specialist Division of Administration/Office of Human Resources email: View email address on click.appcast.io

Benefits

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. As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:

• Insurance Coverage More information can be found at
• Parental Leave Up to six weeks paid parental leave More information can be found at
• 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 State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.
• 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 (
• Teacher's Retirement System of Louisiana (
• Louisiana School Employees Retirement System ( among others