Administrative Program Specialist A

Job Title

The Division of Administration/Office of State Buildings has a vacancy.

Job Description

This position is responsible for handling administrative program functions on a statewide basis procurement, scanning records management for approximately 40 state buildings under the jurisdiction of the Office of State Buildings (OSB) with an operating budget of approximately $30 million, which includes an OFC operating budget of approximately $14 million. Additional responsibilities include leases, Title 38 Public Works contracts, OFC requests, and processing mail. This position also serves as the backup for other administrative program functions including information technology, telecommunications, State Capitol and Capitol Park events/functions requests, Capital Outlay projects record management, travel administration, and fleet card management. This position is responsible for assisting with the various functions of OSB to facilitate on-going agency responsibilities including the Badging Office and Claiborne Conference Center.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Driving Results: The ability to set and pursue goals, maintain focus amid competing demands, and deliver results.
• Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.

The Division of Administration is the state government's management arm and the hub of its financial operations. Division offices perform a wide variety of activities including the following:

• Overseeing the state's 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

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 Duties and Other Information

Job Duties:

• This position performs senior level purchasing at the agency ensuring that all requests follow procurement rules and regulations.
• Handles adjustments to ensure transaction is properly executed and communicating with building managers throughout the process.
• This position is responsible for the accounts payable and monthly PCard statements for each employee for the Office of State Buildings. Once all transactions have been coded into the system, the statements and documentation are submitted to OFSS for audit review and storage.
• Processes invoices for the contract uniform services for the Office of State Buildings statewide, including Shreveport, Monroe, Alexandria, Lafayette, Baton Rouge and New Orleans areas. Receives all service delivery tickets, ensures that weekly invoices are adjusted as necessary for additions, deletions, or changes in service, and processes for payment.
• This position is responsible for scanning/uploading documents to the electronic filing system for OSB.
• Administers program for the leasing of approximately 500 parking spaces at the LaSalle Parking Garage and Galvez Parking Garage which includes maintaining records for the Office Facilities Corporation (OFC).
• This position is responsible for the creation and processing of Title 38 contracts for OSB and OFC under the $250,000 threshold for public works performed at all buildings under the jurisdiction of OSB with an operating budget of approximately $1 million.
• This position is responsible for managing and processing OFC requests for maintenance and operations supplies and projects with an estimated value of $25 million. Duties include maintaining an ongoing tracking spreadsheet of requests for projects, equipment, and services for OFC buildings maintained by OSB routing to the FP&C Assistant Director and Assistant Commissioner for review and approval.
• This position is responsible for sorting and delivering incoming mail daily and handling outgoing mail via USPS, FedEx and UPS, serving as a backup for the Badging Office and Claiborne Conference Center.
• Information Technology - Serves as the agency's authorized IT administrator in coordinating with the Office of Technology Services (OTS) groups for maintaining agency's IT equipment and services.
• Telecommunications - Serves as the agency's authorized Telecommunications Coordinator (TC) for maintaining approximately 455 telecommunication services statewide and the responsibilities include coordinating with Office of Telecommunications Management (OTM) for repairing the problems of trouble telecommunication equipment or services.
• The TC develops a program on Microsoft Excel for ongoing review of telecommunications services and expenditures the program is designed by telecommunication service vs. its OTM inventory number, ID number and billing information, building location, OSB's assigned user and the cost.
• OSB is required to monitor and administer this program for the Division of Administration. Serves as scheduling coordinator for handling statewide and nationwide event/function requests.
• Provides the policy and procedure to interested parties on usage of the grounds through telephone calls and email correspondences. Reviews event requests from general public organizations and meeting arrangement with the requestors may be required depending on the scope and complexity of the rally/event.
• Provides and arranges podium, microphones, sound system, tables or chairs set up for the approved rallies and events on the State Capitol Steps, Pentagon Courts, Capitol Annex, Capitol Grounds, Arsenal Museum grounds, or other OSB facility and gives further support to the requestors as needed during the events.
• Continues to develop rallies/events policy and procedure by using judgment on the OSB's website for providing the general public organizations better assistance.
• Serves as OSB's Record Manager for maintaining the Agency's Capital Outlay Projects' Files and Documents – Manages OSB's statewide Capital Outlay project/subject files for approximately 40 state buildings.
• Manages the routing of the ongoing Capital Outlay Project Files that are received from the Office of Facility Panning and Control or Architects/Designers that require OSB Division Managers to review and approve.
• Coordinates, schedules, and processes all travel for OSB. Serves as the agency's coordinator in handling OSB personnel's in/out-of-state travel expense reimbursement claims and coordinating employee's travel arrangement, including hotel/flight bookings, car rental and conference registrations. Also serves as a liaison for handling Travel Authorization and Travel Expense Requests with the Office of Commissioner and Office of Finance and Support Services.
• This position is responsible for requesting and cancelling WEX PINs and cards for all employees and vehicles within OSB. This position is responsible for processing the monthly WEX statement ensuring each transaction has the accurate funding codes (fund, cost center, order, GL account) and submitting to OFSS for payment.

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 bachelor's 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 applicant's 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 government's E-verify system.

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