Administrative Program Specialist-B

State of Louisiana•Baton Rouge, LA

About The Position

The Division of Administration/Office of Technology Services has a vacancy. This job title has an assigned pay grade of AS-614. This position is located in Operations. Req 226387 The Office of Technology Services aims to be a responsible partner in delivering innovative, effective, and reliable solutions that support and enhance the IT functions within Executive Branch Departments. The Office of Technology Services will work to increase the return on the State's investment in technology by promoting smart decision-making, solving problems intelligently, increasing the rate of project success, and fostering a skilled and professional staff. The incumbent in this position is responsible for ensuring the agency is compliant with all state rules and regulations with reference to Fleet Management, Office of Technology Services (OTS) moveable property, facility management, OTS record retention, and Loss Prevention to ensure OTS is compliant with the Office of Risk Management (ORM). This position requires knowledge of the existing DOA OTS environments. AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES: Accepting Direction: The ability to be open and willing to follow guidance or instructions. 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. Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning. The Division of Administration is the state government’s management arm and the hub of its financial operations. Division offices perform a wide variety of activities including the following: Overseeing the state’s capital construction program Working to provide state and federal grants for community development Development of the state budget Providing technology services Giving agencies guidance in the state purchasing and contracting process as they seek goods and services Administering a program that provides federal funds to help Louisiana residents recover from a series of devastating hurricanes

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

Knowledge of the existing DOA OTS environments.

Responsibilities

Compile driving records on employees needing authorization to drive a state vehicle or on state business.
Verify if the employee has completed the Defensive Driving Training and that it is up to date.
Recommend approval for employees to drive a state vehicle if all requirements are met.
Compile the DAMV-3 mileage logs for all OTS units.
Check the DAMV-3 to ensure that the employees filled in all the information correctly.
Reconcile gas tickets, repair and maintenance tickets to the DAMV-3s and the fuel bill.
Recommend approval of fuel bills for payment and send to Accounts Payables.
Enter the DAMV-3 information monthly into the LPAA (FA-7) system for State Fleet.
Perform inspections on OTS units to ensure the safety of the employees and units.
Monitor the OTS units to ensure that maintenance is performed.
Recommend approval on all repairs and maintenance for all OTS units.
Complete and send the DAM V-7 report to LPAA monthly.
Issue PIN numbers for Fueltrac through an online account.
Cancel PIN numbers when employees leave OTS.
Recommend approval for mileage reimbursement for employees that use their personal vehicles on state business.
Collect information and Police reports on accidents involving state owned units.
Recommend approval for overnight storage of OTS/State owned vehicles.
Monitor the signing in/out of OTS Pool units.
Prepares Fleet Budget for the new fiscal year and submits to OTS Budget Office.
Assist manager with conducting annual inventory of all OTS approximate 10,000 properties.
Perform a walk-through of multiple state agencies across the State of Louisiana to identify all tagged information technology and telecommunication equipment items to ensure they are identified.
If any property is not located, it is listed as unlocated for three years with LPAA and then removed from the inventory.
Assist manager with tagging all property with a cost of $1,000 or more and enter property on the LPAA (FA-7) inventory system within 60 days of receipt or acceptance.
Tag all property with a cost of $1,000 or less and enter property on the OTS management system within 60 days of receipt or acceptance.
Enter Transfer Request for surplus property the agency no longer needs or uses.
Schedule pick up or delivery of surplus property with LPAA.
Enter and update property location codes used for inventory.
Sign in and out OTS laptop computers to employees.
Send tagged property information to the OTS Budget Office.
Send surplus property information to the OTS Budget Office.
Work with all departments to determine if we can repair an item or if we need to replace an item.
Assist manager in conducting quarterly Safety inspections of the OTS facility to ensure the safety of the OTS employees, public and facility.
Report or correct any unsafe conditions.
Documents Fire Drills.
During Fire Alarms, perform a walk-through of OTS, check all departments, break room, restrooms and conference rooms to ensure the safety of everyone.
Assist in Self Audits as required by ORM.
Prepares quarterly Exposure Reports to OTS IT Manager ORM online.
Receive accident reports and investigate the accident.
Work with other OTS department Directors to ensure that all departments are following the OTS Safety and Loss Prevention Manual.
Other duties as needed and/or directed by the Manager, Director, State CIO or his designee.