Administrative Program Specialist A

The Division of Administration/Office of Technology Services has a vacancy. This job title has an assigned pay grade of AS-613. This position is located in the Production Support Services Section. Req.219080
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 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 of this position assists with the administrative functions of the Office of Technology Production Support Services (OTS-PSS). Supervision is received by broad review from an IT Statewide Administrator and work is performed with a high degree of independence and initiative. Verbal and written communications skills are required as well as considerable knowledge of state policies, laws, rules and regulations. The incumbent is responsible for overseeing administrative functions for OTS-PSS, such as human resources functions, payroll, safety management, property, and training. Incumbent is responsible for mail operations, file maintenance, supply inventory, serving as office receptionist, and other administrative support functions. The position may require learning terminology and/or specific additional job skills that align with the section the position is in support of. The incumbent also works on special projects as required.

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

Three years of experience in administrative services; OR

Six years of full-time work experience in any field; OR

A bachelor's degree.

EXPERIENCE SUBSTITUTION:
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.The official job specifications for this role, as defined by the State Civil Service, can be found here.Job Duties:
Acts as an OTS Representative/Liaison to Human Resource Management and PSS’ 75+ Staff (Directors, Managers, Supervisors and all remaining IT personnel). Process Personnel Actions. Maintains confidential personnel files. In this capacity, performs the following duties:
1) Receives, interprets and distributes to management all Civil Service, DOA, and OTS policies and procedures relative to human resources matters. Responsible for distribution of pertinent information to all employees.
2) Processes all personnel transactions in accordance with DOA Employee Administration, Human Resources and OTS rules and regulations. Reviews all personnel action requests submitted thru the chain of command to ensure their compliance with DOA Employee Administration, DOA Human Resources, Civil Service and OTS rules and regulations. Monitors the status and follows up on all personnel action requests.
3) Serves as the personnel liaison to employees by answering any questions concerning personnel matters and providing assistance in completing change forms for any type of insurance and submitting it to DOA Employee Administration group or Human Resources office for processing. Assists employees with employment problems and ensures that the agency is in compliance with Civil Service, DOA and other state/federal employment rules and regulations.
4) Prepares, maintains and provides management with a position log, specifies current status of all positions by position number, job title, and current incumbent and funding status.
5) Monitors employee performance evaluation system (PES) are completed in an accurate and timely manner to ensure compliance with DOA HR and Civil Service Rules. Advises management of any approaching deadlines that have not yet been met.
6) Works with the Director and the supervisory chain of command in addressing unique personnel problems and offers suggestions, solutions and possible courses of action in the resolution of such problems.
7) Ensures vacancy announcements, Civil Service circulars and all other pertinent materials are distributed for review by employees in all units of the organization. Assists employees, when requested, in applying for vacant positions or in obtaining additional information from Civil Service and/or other sources.
8) Coordinates the hiring of new employees and conducts orientation relating to OTS safety and procedures. Also, coordinates the accurate completion of Exit Checklist for employees that are terminating or transferring; completes the necessary forms required by DOA/OTS/Louisiana Workforce Commission.
9) Assist OTS management in ensuring that job descriptions are current and reflect actual job functions and duties.
10) Maintains proficiency in usage of all applications and software as needed for the duties of this position. Completes and maintains proficiency in all OHR functions that may be required for this position.

Responsible for all payroll related activities. Enters data into the online LaGov HCM Payroll System for all attendance and leave usage for the PSS section and possibly other areas of OTS. Payroll Time Administrator – calculates, keys, audits and monitors, all aspects of the payroll system in regards to the PSS section and possibly other areas of OTS. May act as backup payroll time administrator for other OTS sections as needed.

Responsible for coordinating the availability of supplies, equipment and services. This includes the related activities listed below:
1) May serve as IT section coordinator with End User Computing to report problems, monitor problem resolution, and arrange services, such as user id requests and revocations, IT equipment changes, etc.
2) May act as liaison to Buildings and Grounds. Contacts Buildings and Grounds for any maintenance or repair that is required within the office. Also, requests and tracks card access to the building.

Answers telephone calls, and welcomes visitors related to the most sensitive and confidential matters and determines appropriate action to be taken. Handle the daily mail and route to appropriate departments. Handle incoming/outgoing documents and route to appropriate internal sections in OTS, other state governmental offices and vendors, etc. Image documents and files as necessary. Help create and maintain OTS documents per request of high OTS executives.

Handle safety related matters. This function may encompass a formal safety/training/risk management program for planning, organizing, monitoring and evaluating activities.

Performs all other tasks, special projects, analysis, studies, and plans as directed. May act as primary for any of the above mentioned job duties for OTS and/or backup for other OTS sections as needed.

Position-Specific Details:
Appointment Type:This vacancy will be filled by a new hire or by promotion of a current permanent status classified employee.

Louisiana is a "State as a Model Employer" for People with Disabilities.

How To Apply:
No Civil Service test scoreisrequired in order to be considered for this vacancy.

To apply for this vacancy, click on the “Apply” link above and complete an electronic application which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the information section of the Current Job Opportunities page.

*Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applicants qualifying based on college training or receipt of a bachelor's degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application. The selected candidate will be required to submit original documentation upon hire.

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position. A criminal history check may be conducted on employees changing positions including promotions, demotions, details, reassignments and transfers. Also, prospective employees may be subject to pre-employment drug testing. New hires will be subject to employment eligibility verification via the federal government's E-verify system.


For further information about this posting, please contact:
Erica R. Gay
HR Specialist
Division of Administration/Office of Human Resources
Email:Erica.Gay@la.gov