Administrative Program Specialist C

State of Louisiana • Baton Rouge, LA

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About The Position

The Division of Administration/Office of Risk Management has a vacancy. This job title has an assigned pay grade of AS-615. The Office of Risk Management (ORM) is looking for a detail-driven, tech-savvy Administrative Program Specialist C to support the statewide property claims and disaster management unit. If you’re organized, analytical, and confident navigating multiple systems, this role puts your skills to work in a purpose-driven environment. As an ancillary agency of the Division of Administration (DOA), established by R.S. 39:1527 et seq., ORM provides a comprehensive risk management program and administers the self-insurance fund for the State of Louisiana. Since 2012, at the Commissioner of Administration's designation, ORM has been the state sub-recipient of FEMA Public Assistance Grants for state-owned property and facilities. Additionally, ORM is an applicant to the FEMA Hazard Mitigation Grant Program, supporting its user agencies' mitigation and resilience efforts for state-owned property. 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 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, and administering a program that provides federal funds to help Louisiana residents recover from a series of devastating hurricanes.

Requirements

• Five years of experience in administrative services; OR Six years of full-time work experience in any field plus two years of experience in administrative services; OR A bachelor's degree plus two years of experience in administrative services; OR An advanced degree plus one year of experience in administrative services.
• Excellent critical thinking skills and the ability to analyze information and spot inconsistencies.
• Strong writing, editing, and communication abilities.
• Solid organizational skills and be comfortable with managing multiple priorities.
• A collaborative, solutions-oriented mindset.
• Exceptional technical proficiency with productivity applications, such as Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, and Adobe Acrobat.
• Ability to create, edit, and format professional documents, reports, and correspondence, including using advanced features like track changes, mail merge, and document templates.
• Experience in creating and managing complex spreadsheets, performing data analysis, and utilizing functions such as pivot tables, VLOOKUP, and basic formulas.
• Skilled in managing email correspondence, complex calendars, and scheduling meetings across various time zones, utilizing task management and organization features.
• Capability to design compelling and professional presentations, incorporating multimedia, custom slides, and visual data representation for internal and client-facing meetings.
• Experienced in developing dynamic, fillable forms, document security, converting PDF files into editable formats like MS Word or Excel (and vice versa), and utilizing comment features and document collaboration tools.

Nice To Haves

• Detail-driven
• Tech-savvy
• Organized
• Analytical
• Confident navigating multiple systems

Responsibilities

• Support the statewide property claims and disaster management unit.
• Administer the self-insurance fund for the State of Louisiana.
• Serve as the state sub-recipient of FEMA Public Assistance Grants for state-owned property and facilities.
• Support user agencies' mitigation and resilience efforts for state-owned property as an applicant to the FEMA Hazard Mitigation Grant Program.
• Perform critical, complex administrative functions that support statewide Property Claims and Disaster Recovery Programs within the Office of Risk Management.

What This Job Offers

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