Administrative Program Specialist-A

State of Louisiana•Baton Rouge, LA

12h

About The Position

The Division of Administration, Office of Human Resources (OHR), is hiring an Administrative Program Specialist-A to provide administrative and programmatic support to a full-service human resources office serving complex and highly visible entities. The role involves confidential and sensitive work, frequent communication with people at all levels of state government—including the legislative branch—and members of the public. The incumbent is expected to work with a high degree of independence and minimal supervision, using organizational skills, negotiation skills, and diplomacy. The position coordinates purchasing, property control, safety, routine office operations, and personnel support for OHR. The assigned pay grade is AS-613. The vacancy may be filled by a new hire or by promotion of a current permanent-status classified employee; a permanent-status employee may be required to serve a new probationary period in lieu of promotion.

Requirements

Three years of experience in administrative services; or six years of full-time work experience in any field; or a bachelor's degree.
For the six-year work-experience qualification, each 30 semester hours earned from an accredited college or university counts as one year of experience, up to a maximum of 120 semester hours substituting for four years.
Good organizational skills, negotiation skills, and diplomacy.
Ability to work independently with minimal supervision.
Ideal-candidate competencies include communicating effectively, making accurate judgments, managing resources, and following policies and procedures.

Responsibilities

Serve as OHR Purchasing Coordinator and procure goods and services for the office.
Create purchase orders in LaGov eProcurement (SRM), monitor office supply and staff needs, and place approved orders for supplies, travel expenditures, dues, subscriptions, and other needs.
Use delegated authority to make purchases through the state P-Card; manage purchases and related records in compliance with LaCarte Purchasing Card Program regulations.
Serve as OHR Property Control Manager and maintain the office property inventory.
Conduct and submit the annual moveable-property inventory and certification to the Louisiana Property Assistance Agency (LPAA).
Coordinate acquisition, storage, and disposal of office furniture, equipment, and supplies; report and tag new property with an acquisition cost over $1,000 and dispose of surplus property.
Serve as OHR Safety Manager; coordinate staff training in required safety areas and schedule required courses.
Conduct quarterly safety meetings to ensure employees know current DOA safety policies and procedures.
Obtain employee driving records from the Office of Motor Vehicles and complete annual driver authorizations for employees traveling on State business.
Maintain current safety files for audits conducted by the Office of Risk Management (ORM).
Independently ensure routine office operations are completed; supervise the OHR reception area, greet visitors, screen calls, and answer questions ranging from routine to complex.
Assist HR staff with routine office matters, including special mailings and scheduling meetings or events; submit office maintenance requests through the LaGov module.
Maintain historical files on section and client records.
Serve as primary timekeeper and personnel liaison for OHR staff; enter positive and negative time in the LaGov HCM system.
Run time-entry detail and absence-quota reports, review them for accuracy, and audit leave and payroll information.
Maintain payroll sign-in sheets, leave slips, reports, and other records needed for audit purposes.
Prepare personnel-related paperwork for the Director as appropriate and coordinate hiring of new HR staff.