Administrative Program Specialist-A (Dco/Ots)

State of Louisiana•Baton Rouge, LA

8d•Onsite

About The Position

The Division of Administration/Office of Technology Services has a vacancy for an Administrative Program Specialist-A. This position is located in the Data Center Operation Section and assists with the administrative functions for the Data Center Operations (DCO) division, which provides core infrastructure for state agencies statewide. DCO manages two state data centers supporting a large number of servers, databases, email accounts, network nodes, and circuits. The incumbent works with moderate independence and initiative, requiring strong verbal and written communication skills and considerable knowledge of state policies, laws, rules, and regulations. The role involves assisting with payroll, purchasing, personnel management, supply inventory, serving as office receptionist, and other administrative support functions, as well as working on special projects. The Division of Administration serves as the state government’s management arm and the hub of its financial operations, overseeing various activities including capital construction, grants, budget development, technology services, and purchasing guidance.

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.
Verbal and written communication skills are required.
Considerable knowledge of state policies, laws, rules and regulations.

Nice To Haves

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.

Responsibilities

Functions as time-keeping administrator for DCO’s 220+ staff.
Enters data into the LaGov HCM Payroll System for attendance and leave usage.
Calculates, keys, audits, and monitors all aspects of the payroll system according to established DOA HR policy and procedure.
Participates in internal and legislative payroll audits.
Coordinates and performs all activities associated with payroll.
Enters and submits documentation for review and approval for all necessary Prior Period Adjustments.
Collects and reviews all required supporting documentation for accuracy and proper signatures.
Responsible for the procurement of supplies.
Uses P-card to pay invoices and purchase materials.
Performs P-card reconciliation and backup documentation monthly.
Submits request in ABCLA.com for sharp machine supplies.
Coordinates the ordering and purchase of specialty supplies (e.g., business cards, retirement plaques, etc.).
Monitors employee performance evaluation system (PES) for accuracy and timeliness to ensure compliance with DOA HR and Civil Service Rules.
Advises management of any approaching deadlines that have not yet been met.
Receives, interprets, and distributes to management all Civil Service, DOA, and OTS policies and procedures relative to human resources matters.
Responsible for distribution of pertinent information to all employees.
Coordinates necessary approvals to post positions at the supervisors discretion (e.g., internal approvals, OTS Staffing Request Form, etc.).
Coordinates job postings at the supervisors discretion (e.g., enters NEOGOV requisition, distributes applicant info, etc.).
Monitors and facilitates changing positions to permanent status as warranted.
Handles incoming/outgoing documents and routes them to appropriate internal sections in OTS, other state governmental offices, and vendors.
Manages the supply room inventory for DCO-ISB data center.
Takes periodic physical inventories.
Ensures an adequate level of supplies are available at all times for the uninterrupted operation of all activities within DCO.
Recommends reorder quantities.
Issues supplies to DCO employees.
Performs all other tasks, special projects, analysis, studies, and plans as directed.
May act as primary for any of the above-mentioned duties for OTS and/or backup for other OTS sections as needed.