Administrative Program Specialist A

State of Louisiana • Jackson, LA

2d

About The Position

The Mission of ELMHS is to provide mental health evaluation, treatment, habilitation, and consultation for adults. Programs include inpatient interventions, jail-based evaluations, supervised group home and residential programs, forensic evaluation, care, custody, and aftercare; intermediate and long-term psychiatric care in coordination with the total system of care in Louisiana. ELMHS is looking for a motivated, detail-oriented, and positive individual to join our team as an Administrative Program Specialist A! The selected candidate will coordinate Fiscal Department operations by providing administrative support, maintaining records and timekeeping, facilitating communication and policy implementation, assisting with budget preparation, and supporting compliance with state and federal requirements.

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.
• 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.
• Managing Resources : The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.
• Acting Decisively: The ability to make timely, confident decisions using sound reason.
• Acting with Ethics and Integrity: The ability to make choices that reflect ethical standards, integrity, and honesty, regardless of circumstances or personal benefit.
• Adapting to Change: The ability to demonstrate flexibility in thoughts, behaviors, and actions in response to evolving circumstances or unexpected change.
• Championing Continuous Improvement : The ability to promote and implement ongoing enhancements in processes, products, services, or organizational culture.

Responsibilities

• Coordinate department activities such as meetings, departmental correspondence, communications, and administrative processes to support the efficient operation of the Fiscal Department.
• Serve as administrative support for the Fiscal Director by coordinating schedules, preparing meeting materials, documenting meeting minutes, tracking follow-up items, and assisting with completion of assigned administrative activities.
• Maintain Fiscal Department documentation including minutes of meetings, timekeeping records, approvals, licenses, tax identification numbers, policies, procedures, correspondence, reports, and other departmental records.
• Support workflow improvements and assists with policy implementation by coordinating dissemination of policies, procedures, and administrative directives to department staff and ensuring receipt and documentation of required acknowledgements.
• Maintains and enter employee time and attendance information to ensure accuracy, identify discrepancies, coordinate corrections, and obtain required approvals.
• Serve as a point of contact for staff and external partners regarding fiscal procedures, timekeeping requirements, administrative processes, documentation requirements, and departmental operations.
• Assist the Fiscal Director, Program Manager A, and CEO in preparing preliminary budget documents by performing research, requesting information from appropriate sources, compiling supporting documentation, and entering information into budget spreadsheets for management review.
• Assist the Fiscal Director in ensuring compliance with applicable state and federal requirements by maintaining documentation, tracking required information, coordinating submissions, and organizing records for review.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level