Administrative Program Specialist-A

Posting number: OHR 110426 ERG

Department: Division of Administration

Division: Office of Human Resources

Job classification: ADMINISTRATIVE PROGRAM SPECIALIST-A

Posting type: Open

Categories: Administrative Assistant, Human Resources, Office and Administrative Support

The Division of Administration/Office of Human Resources has a vacancy. This job title has an assigned pay grade of AS-613.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
• Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.
• Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
• 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.

This is a responsible position providing administrative and programmatic support for the Division of Administration, Office of Human Resources (OHR), a full service human resources office and program for a group of very complex and highly visible entities. Due to the complex, confidential and sensitive nature of the function of the OHR the incumbent must possess good organizational skills, negotiation skills, and diplomacy as the incumbent communicates with individuals from all levels of state government, including the legislative branch, and the general public. Incumbent works with a high degree of independence and with minimal supervision.

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

• 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.

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

• Serves as OHR Purchasing Coordinator in procurement of goods and services for the office.
• Creates purchase orders in LaGov eProcurement (SRM).
• Monitors need for supplies and other office staff needs during the year.
• Places orders upon Director’s approvals for supplies, travel expenditures, dues, subscriptions, etc.
• Uses delegated authority to make purchases through state P-Card.
• Responsible for all purchases, recordkeeping, and staying in compliance with the regulations within the LaCarte Purchasing Card Program

• Serves as OHR Property Control Manager.
• Maintains current inventory of all property and conducts and submits an annual inventory and certification of moveable property to Louisiana Property Assistance Agency (LPAA).
• Coordinates the acquisition, storage and disposal of office furniture, equipment and supplies.
• Responsible for reporting and tagging new property with an acquisition cost over $1,000.
• Responsible for the disposal of surplus property.

• Serves as OHR Safety Manager.
• Coordinates staff training in all required safety areas and schedules required training courses for staff.
• Ensures that employees are aware of current DOA safety policies and procedures by conducting quarterly safety meetings.
• Secures employee driving records from the Office of Motor Vehicles and completes driver authorizations annually for employees who travel on State business.
• Maintains accurate up-to-date safety files for audits conducted by the Office of Risk Management (ORM).

• Responsible for independently ensuring routine office operations are completed.
• Supervises the OHR reception area; greets visitors; screens telephone calls and answers questions ranging from routine to complex.
• Assists HR staff with routine office matters such as special mailing needs, scheduling meetings/events, etc.
• Submits office maintenance requests through LaGov module
• Keeps up historical files on section/client records.

• Serves as primary timekeeper and personnel liaison for OHR staff and office.
• Inputs negative and positive time entry into the LaGov HCM system.
• Runs reports relative to time entry detail and absence quotas in order to review for accuracy.
• Audits leave and payroll information for accuracy.
• Maintains filing system consisting of payroll sign-in sheets, leave slips, reports and any other information necessary for audit purposes.
• Prepares OHR personnel related paperwork for Director as appropriate.
• Coordinates the hiring of new HR staff

Position-Specific Details: Appointment Type: This vacancy will be filled by new hire or by promotion of a current permanent status classified employee. A permanent status employee may be required to serve a new probationary period in lieu of promotion.

Louisiana is a "State as a Model Employer" for People with Disabilities. No Civil Service test score is required in order to be considered for this vacancy.

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. Please make every effort to attach a copy of your transcript to your application (PDF format Preferred). 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: Erica.