Administrative Program Specialist A

State of Louisiana•Baton Rouge, LA

About The Position

This position is responsible for handling administrative program functions on a statewide basis, including procurement, scanning, and 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. 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. 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 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, and administering a program that provides federal funds to help Louisiana residents recover from a series of devastating hurricanes.

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

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.

Responsibilities

Performs senior level purchasing at the agency ensuring that all requests follow procurement rules and regulations.
Handles adjustments to ensure transactions are properly executed and communicates with building managers throughout the process.
Responsible for the accounts payable and monthly PCard statements for each employee for the Office of State Buildings.
Processes invoices for the contract uniform services for the Office of State Buildings statewide.
Receives all service delivery tickets, ensures that weekly invoices are adjusted as necessary for additions, deletions, or changes in service, and processes for payment.
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).
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.
Responsible for managing and processing OFC requests for maintenance and operations supplies and projects with an estimated value of $25 million.
Responsible for sorting and delivering incoming mail daily and handling outgoing mail via USPS, FedEx and UPS.
Serves as a backup for the Badging Office and Claiborne Conference Center.
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.
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.
Develops a program on Microsoft Excel for ongoing review of telecommunications services and expenditures.
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, 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.
Serves as a liaison for handling Travel Authorization and Travel Expense Requests with the Office of Commissioner and Office of Finance and Support Services.
Responsible for requesting and cancelling WEX PINs and cards for all employees and vehicles within OSB.
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.