Administrative Program Specialist A

State of Louisiana • Baton Rouge, LA

22h

About The Position

At the Office of Management and Finance, our mission is to provide effective management and support services in an efficient and professional manner to all agencies within Public Safety Services and to public and private entities. This position is located within the Human Resources Management Office of the Department of Public Safety and Corrections, Public Safety Services, which includes the Office of Management and Finance, Office of State Police, Office of Motor Vehicles, Office of State Fire Marshal, Highway Safety Commission, Liquefied Petroleum Gas Commission, and Louisiana Gaming Control Board. This Administrative Program Specialist position serves as a program administrator responsible for coordinating, overseeing, and continuously improving key administrative functions within Human Resources, including personnel records management, public records, legal request coordination, and property control. This job will also be responsible for implementing an electronic database system to digitize all personnel records for DPS and assume responsibility for HR's property control. An ideal candidate should possess the following competencies: 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. Acting With Ethics and Integrity : The ability to make choices that reflect ethical standards, integrity and honesty, regardless of circumstances or personal benefit. Building and Supporting Teams : The ability to combine one's actions and efforts with others to work toward achieving a common goal. Championing Improvement: The ability to promote and implement ongoing enhancements in processes, products, services, or organizational culture. Communicating Effectively : The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement. Leveraging Technology: The ability to use digital tools, systems, and emerging technologies to improve efficiency and effectiveness. Thinking Critically : The ability to analyze information objectively, identify connections across sources, and form logical, well supported conclusions. If you're compassionate, organized, and thrive in a people-centered environment, this could be the opportunity for you!

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.
• Acting With Ethics and Integrity : The ability to make choices that reflect ethical standards, integrity and honesty, regardless of circumstances or personal benefit.
• Building and Supporting Teams : The ability to combine one's actions and efforts with others to work toward achieving a common goal.
• Championing Improvement: The ability to promote and implement ongoing enhancements in processes, products, services, or organizational culture.
• Communicating Effectively : The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Leveraging Technology: The ability to use digital tools, systems, and emerging technologies to improve efficiency and effectiveness.
• Thinking Critically : The ability to analyze information objectively, identify connections across sources, and form logical, well supported conclusions.
• Compassionate, organized, and thrive in a people-centered environment.

Responsibilities

• Coordinate and oversee administrative programs related to personnel records management, public records requests, legal inquiries, and property control to ensure compliance with agency policies and applicable regulations.
• Manage the organization, maintenance, retention, and retrieval of confidential Human Resources records and documentation while ensuring accuracy, security, and accessibility.
• Serve as liaison for public records and legal request coordination by researching, compiling, reviewing, and tracking requested information in accordance with established deadlines and procedures.
• Evaluate and improve administrative processes and internal controls related to records management and property accountability to enhance operational efficiency and program effectiveness.
• Implement an electronic database system to digitize all personnel records for DPS.
• Assume responsibility for HR's property control.

What This Job Offers

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