Administrative Program Specialist

Position: Administrative Program Specialist A
The Division of Administration/Office of Technology Services/Operations has a vacancy.  (Req. 215661)

The Office of Technology Services (OTS) aims to be a responsible partner in delivering innovative, effective, and reliable solutions that support and enhance the IT functions within the 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 skilled and professional staff.

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

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING

COMPETENCIES:

* Communicating Effectively:
The ability to relay information correctly and appropriately to connect people and ideas.

* Displaying Expertise:
The ability to exhibit specialized skills or knowledge gained from experience or training

* Making Accurate Judgments:
The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.

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:

TRAVEL

* Maintain all authorizations, documentation correspondence, receipts and all expenses Shared Drive regarding OTS travel (while keeping all travel PPM
49 compliant). Maintain cumulative travel log for each OTS traveler and reconciliation. Maintain OTS internal policies web page with up to date OTS travel policy, procedures, unique travel authorization, TA instructions, Cost allocation code and Ethics forms for sponsored travel. Prepares fiscal year exemption letter for delegate authorization, air approval and other delegations.

* Audit all transactions submitted in LaGov travel, reconcile and validate receipt, verify mileage and ensure all supporting documentation required is attached in LaGov Travel Administration Basics system on each trip submitted for reimbursement. Responsible for verifying each transaction and resulting receipts are valid.

* Process payments with state CBA credit card account for multiple rental, lodging, airfare and registration purchases ensuring each transaction is in accordance with OFSS Annual certification requirements. Responsible for executing a credit card authorization for each booking when requests are submitted through Hotel Planner and/or Christopherson Business Travel. Once lodging is approved in Hotel Planner and/or the third party, Orbitz, Expedia, etc.,

this position is responsible for credit card authorization faxing or processing payment via secure online authorization portal for OTS travel reservation. Once flight is requested this incumbent is responsible for submitting the credit card information to complete the transaction.

* Process payments on CBA credit card for registration payments related to conferences and/or trainings. This incumbent must adhere to the state's accounting guidelines, principles and the Louisiana Travel Policy. The incumbent shall remain aware and knowledgeable of all Travel and PPM 49 updates.

* Assist with preparing travel authorizations…