Administrative Program Specialist A/B

State of Louisiana•Baton Rouge, LA

8h•Onsite

About The Position

At Department of Public Safety – Office of Management and Finance (DPS-OMF) our mission is to provide effective management and support services in an efficient and professional manner to all agencies within the Department of Public Safety - Public Safety Services and to public and private entities. We’re looking for an Administrative Program Specialist A/B within the Financial Services section at DPS-OMF. The Administrative Program Specialist supports the administration of the Supplemental Pay program by reviewing applications for eligibility, maintaining accurate payment and applicant records, and ensuring records and correspondence are processed and maintained in accordance with applicable policies and procedures. An ideal candidate should possess the following competencies: Communicating Effectively : The ability to relay information correctly and appropriately to connect people and ideas. Focusing on Customers : The ability to serve the needs of those who support and/and/or rely on the services provided. Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization. Selected Core Competencies Accepting Direction: The ability to be open and willing to follow guidance or instructions. 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.

Requirements

Three years of experience in administrative services; OR Six years of full-time work experience in any field; OR A bachelor's degree.
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.

Nice To Haves

Communicating Effectively
Focusing on Customers
Displaying Professionalism
Accepting Direction
Following Policies and Procedures
Making Accurate Judgments

Responsibilities

Review applications for required documentation and determine eligibility in accordance with applicable state regulations, policies, and guidelines.
Coordinate with local police departments and applicants to obtain missing information and forward eligible applications for Board approval.
Maintain spreadsheets tracking Board and Act 110 approvals.
Enter applications and Act 110 backpay payments into the Supplemental Pay System and process name, address, and bank account changes.
Monitor bank return and NOC reports, obtain corrected deposit information, update system records, and notify recipients of completed corrections.
Respond to Supplemental Pay inquiries and assist with monthly reconciliations.
Prepare monthly warrant packages and process incoming warrants, correspondence, applications, mail, and faxed documents.
Route documents to appropriate staff and maintain audit trails by recording receipt dates.
Maintain accurate Supplemental Pay payment records in the Probill database, process checks and deposits, and prepare required quarterly reports.
Maintain Supplemental Pay records in accordance with retention requirements and perform other duties as assigned.