Administrative Program Specialist A

State of Louisiana•Baton Rouge, LA

About The Position

The Division of Administration/Office of Community Development has a vacancy for an Administrative Program Specialist-A. This role will assist with administrative functions in the Community Development Block Grant Program (CDBG). The Division of Administration serves as the state government’s management arm and the hub of its financial operations. Division offices are involved in overseeing the state’s capital construction program, providing state and federal grants for community development, developing the state budget, providing technology services, guiding agencies in purchasing and contracting, and administering a program that provides federal funds to help Louisiana residents recover from natural disasters.

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

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.

Responsibilities

Processes all personnel actions for OCD-CDBG, LGAP including obtaining the proper authorities' signature and tracking the paperwork from inception to completion.
Assists OCD-CDBG, LGAP Program Managers/Supervisors in assuring that all position descriptions are current and reflect the current job functions and duties.
Verifies and maintains coordinates the hiring and orientation of all new employees.
Prepares out-of-state travel authorizations and arrangements for OCD-CDBG, LGAP staff, obtaining approvals of designated authorities.
Contacts travel agency for airline reservations and hotels for room reservations, ensuring rates are within State Travel Regulations.
Arranges for payment of registration fees.
Prepares flight schedule for the employee traveling and checks airline tickets for accuracy upon receipt from the travel agency.
Serves as purchasing and procurement Officer for OCD-CDBG, LGAP of goods and services as it relates to the LaCarte purchasing card, and LaGOV generated purchases orders in accordance with State Purchasing Regulations.
Reviews contracts for any changes/corrections and renews contracts.
Purchases new state vehicles.
Resolves conflicts with vendors.
Serves as Property Control Manager (bonded), responsible for accurate maintenance for the inventory of all federal and State-owned equipment, in accordance with the State’s Property Control Regulations.
Oversees activities ranging from tagging items and annual physical inventory to the disposition of surplus property.
Maintains complete files and/or records of all transactions.
Serves as agency's computer system liaison/coordinator with professional information technology staff.
Serves as Telecommunication Coordinator by corresponding with the Office of Telecommunications Management to arrange all new telephone installations, including voice mail, paging and cellular phone services, changes and repairs.
Resolves problems that may arise with telecommunications.
Responsible for the compilation and production of the annual LCDBG Grantee Handbook, which provides detailed step-by-step instructions for grantees in all compliance areas associated with the Community Development Block Grant Program.
Responsible for the planning and execution of all workshops associated with the administration of the LCDBG, LGAP, and CWEF programs.
Acts as confidential executive assistant to the Director of the Office of Community Development.
Assists in the determination and interpretation of agency policy and procedures.
Schedules appointments for the Director.