Administrative Program Specialist A

State of Louisiana•Baton Rouge, LA

About The Position

The Division of Administration/Office of State Buildings has a vacancy for an Administrative Program Specialist A. This position is responsible for handling administrative program functions on a statewide basis including telecommunications, records management, and information technology for approximately 40 state buildings under the jurisdiction of the Office of State Buildings (OSB). Additional responsibilities include handling requests for events/functions at the State Capitol and Capitol Park, travel administrator duties, and assisting with the various functions of OSB to facilitate ongoing agency responsibilities. This position also serves as the backup for other administrative program functions including procurement, leases, scanning records management, OFC requests, and processing mail. The Division of Administration is the state government’s management arm and the hub of its financial operations, overseeing the state’s capital construction program, working to provide state and federal grants for community development, developing 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 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.
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.
Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment.
The selected candidate will be required to submit original documentation upon hire.

Nice To Haves

Accepting Direction: The ability to be open and willing to follow guidance or instructions.
Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
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.
Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.

Responsibilities

Serves as the agency’s authorized IT administrator in coordinating with the Office of Technology Services (OTS) groups for maintaining the agency’s IT equipment and services, including, but not limited to, PCs, Laptops, Printers, Copiers, and Scanners.
Approves and coordinates certain IT activities, including creation and deletion of the user LANID and email account for the agency statewide, equipment installation and physical moves, equipment maintenance, ordering new equipment/software, software installation, hardware/software upgrades, sanitizing/defective equipment, security updates, and updating the IT equipment inventory list.
Serves as the agency’s authorized Telecommunications Coordinator (TC) for maintaining approximately 455 telecommunication services statewide.
Serves as scheduling coordinator for handling statewide and nationwide event/function requests (including Rallies, Press Conferences, Concerts, Walks/Runs, and Political Campaigns) on the State Capitol Steps, Pentagon Courts, Capitol Annex, Capitol Grounds, Arsenal Museum grounds, or other OSB facilities.
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 employees’ travel arrangements, including hotel/flight bookings, car rental, and conference registrations.
This position is responsible for requesting and cancelling Fuel Trac PINs and cards for all employees and vehicles within OSB.
This position performs senior-level purchasing at the agency with an operating budget of approximately $30 million. This includes receiving requests for all state contract purchases, proprietary purchases, sole source purchases, authorized dealer repairs, and bid requisitions, ensuring that all requests follow procurement rules and regulations.
This position processes monthly PCard statements for each OSB employee, accessing the Bank of America computer-based system and codes each transaction to the appropriate building and general ledger code as well as ensures that all proper documentation is included.
Establishes and maintains files on all Office of Risk Management's Third Party Administrator (TPA) claims for the agency.
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).
This position is responsible for sorting and delivering incoming mail daily and handling outgoing mail via USPS, FedEx, and UPS, serving as a backup for the Badging Office and Claiborne Conference Center.
Other duties assigned by the supervisory chain of command.