Administrative Program Specialist B (Dco/Ots)

State of Louisiana•Baton Rouge, LA

17h

About The Position

The Division of Administration’s Office of Technology Services (OTS) is hiring an Administrative Program Specialist B for its Data Center Operations (DCO) division. The position oversees administrative operations supporting DCO, including personnel management, payroll, purchasing, telecommunications coordination, and building safety. It supervises administrative support staff and works independently to help ensure efficient operations and compliance with state policies, laws, and regulations. DCO provides technology infrastructure and support to state agencies statewide. The role manages and directs specialized administrative programs, establishes procedures to improve efficiency, and develops staff through training, work assignments, performance monitoring, feedback, and evaluation. It handles human resources administration for more than 220 DCO employees; oversees payroll and timekeeping for more than 200 staff; manages purchasing and P-Card compliance; coordinates safety and building matters; and administers telecommunications and equipment requests. The position also performs other tasks, special projects, analyses, studies, and plans as directed, and may provide backup support for other OTS divisions. The position is assigned pay grade AS-614 and is located in the Data Center Operations Section. The vacancy may be filled by a new hire or by promotion of a current permanent-status classified employee. Minimum qualifications include one of several combinations of administrative-services experience, general work experience, and education, or an advanced degree.

Requirements

One of the following minimum qualification paths: four years of experience in administrative services; six years of full-time work experience in any field plus one year of experience in administrative services; a bachelor’s degree plus one year of experience in administrative services; or an advanced degree.
College experience substitution: each 30 semester hours from an accredited college or university counts as one year toward the six years of full-time work experience in any field, up to 120 semester hours or four years.
Applicants qualifying through college training or a bachelor’s degree must submit an official college transcript to verify credentials before appointment.
Strong communication skills and a commitment to operational excellence are identified as qualities sought.
The ideal candidate should demonstrate openness to guidance, ability to pursue goals and deliver results amid competing demands, ability to follow and reinforce or develop compliant procedures, and sound judgment based on available information and logical reasoning.

Responsibilities

Direct, organize, supervise, and manage staff responsible for time administration and payroll, telecommunications, information technology, safety management, purchasing and procurement, human resources, and mail distribution.
Establish policies, procedures, and processes for specialized programs to promote efficiency, productivity, and effectiveness.
Train and develop professional staff; assign and prioritize work; monitor, review, and evaluate performance; provide feedback; document procedures; and ensure timely completion and compliance with policies and audit requirements.
Manage administrative human resources functions for DCO employees and serve as DCO’s human resources liaison with the Division of Administration’s Office of Human Resources.
Review personnel actions for compliance with applicable DOA, Civil Service, and OTS requirements; advise leadership on personnel matters; and oversee position descriptions, performance evaluations, personnel action requests, recruitment, hiring, onboarding, separations, FMLA, workers’ compensation, teleworking agreements, and related documentation.
Distribute relevant personnel information to employees and provide personnel-management reports to DCO executive management.
Manage payroll and timekeeping programs, supervise timekeeping administrators, monitor position costing and organizational-unit information, audit payroll data, and coordinate with internal and legislative auditors.
Manage purchase orders, invoices, payment documentation, and P-Card transactions to ensure accuracy, approvals, supporting documentation, and compliance with procurement procedures, laws, policies, and audit requirements.
Oversee ordering and purchasing of specialty supplies and review and submit monthly Bank of America P-Card statements.
Coordinate building maintenance and repairs with Buildings and Grounds; oversee and track building access requests; implement the DOA safety program; and manage accident and incident reporting and follow-up through Sedgwick and ORM.
Administer DCO telecommunications coordination, including requests to modify existing equipment, systems, or services and coordination for acquiring new services or systems.
Manage ordering and receipt of DCO equipment using the Ivanti Procurement workflow and complete LAN/Profile forms to arrange email access for new users.
Perform other assigned tasks, special projects, analyses, studies, and plans, and provide backup for other OTS divisions as needed.