Administrative Program Specialist B (Fiscal & Budget)

State of Louisiana•Baton Rouge, LA

4d•Onsite

About The Position

The Office of Administration (OAD) supports the effective operation of the Department by managing accounting, budget control, procurement, contract management, strategic planning and personnel management. The Office ensures fiscal responsibility, workforce development, regulatory compliance and modernization of administrative systems to enhance operational efficiency and transparency. This Administrative Program Specialist is responsible for performing professional-level administrative duties, focusing on the tracking and surplus of departmental inventory and conducting an annual physical inventory accounting for all items. The duties also include the management of the agency's fleet inventory, the administration of the agency’s vehicle GPS system, Voyager fuel card program, Office of Risk Management (ORM) risk exposure report on employees and property, and mail operations. An ideal candidate should possess the following competencies: Driving Results: The ability to set and pursue goals, maintain focus amid competing demands, and deliver results. 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.

Requirements

Four years of experience in administrative services; OR Six years of full-time work experience in any field plus one year of experience in administrative services; OR A bachelor's degree plus one year of experience in administrative services; OR An advanced 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

Driving Results: The ability to set and pursue goals, maintain focus amid competing demands, and deliver results.
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.

Responsibilities

Maintains a file on all signed and completed daily vehicle usage logs (MV3/4), personal assignment and/or home storage agreements, and updates the vehicle log records into LaGov.
Creates M4 vehicle home storage notifications in LaGov and submits to LPAA.
Submits assignments of movable property with Louisiana Property Assistance Agency (LPAA}, and updates information in LaGov.
Collects and prepares all documentation necessary for application to the Department of Public Safety for all vehicle and trailer license plates and registrations, as well as to the Department of Wildlife and Fisheries (WLF) for boat registrations.
Manages all aspects of inventory for all assets and taggable items, ensuring that all movable property is properly tagged, and that all changes are entered into LaGov upon acquisition/transfer/surplus.
Creates Equipment Master Records in LaGov for all equipment that accrue costs.
Completes quarterly inventory reviews to ensure accurate records and maintain a retention schedule for IT equipment.
Coordinates the department's Central Receiving and Mail Operations functions.
Compiles information to prepare and submit quarterly risk management exposure reports.
Other duties as assigned.