Administrative Program Specialist A​/B

At Department of Public Safety - Office of Management and Finance (DPS-OMF) our mission is to provide effective management and support services in an efficient and professional manner to all agencies within the Department of Public Safety - Public Safety Services and to public and private entities.

We're looking for an Administrative Program Specialist A within the Financial Services section at DPS-OMF.

Selected

Core Competencies:

Accepting Direction:
The ability to be open and willing to follow guidance or instructions.

     - Successful Behaviors:
Follows direction reliably, adjusts to feedback, and completes tasks on time.

Communicating Effectively:
The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.

     - Successful Behaviors:
Communicates clearly, listens actively, and explains complex ideas well.

Managing Performance:
The ability to plan, monitor, and document employee performance throughout the year.

     - Successful Behaviors:
Sets clear expectations, uses systems to document accurately, and completes all performance duties per SCS and agency policies.

Selected Preferred

Competencies:

Acting Decisively:
The ability to make timely, confident decisions using sound reason.

    - Successful Behaviors:
Decides quickly, owns results, and explains reasoning.

Acting with Ethics and Integrity:
The ability to make choices that reflect ethical standards, integrity and honesty, regardless of circumstances or personal benefit.

    - Successful Behaviors:
Acts with integrity, respects confidentiality, and treats people fairly.

Adapting to Change:
The ability to demonstrate flexibility in thoughts, behaviors, and actions in response to evolving circumstances or unexpected change.

    - Successful Behaviors:
Adjusts quickly and stays effective during change.

Building and Supporting Teams:
The ability to combine one's actions and efforts with others to work toward achieving a common goal.

    - Successful Behaviors:
Works well with others, contributes consistently, and supports the team.

Focusing on Customers:
The ability to understand and meet the needs, preferences, and experiences of internal and

external customers.

    - Successful Behaviors:
Understands customer needs, communicates clearly, and delivers timely, reliable service.

Managing Conflict:
The ability to recognize, address, and resolve disagreements constructively while preserving

relationships and promoting mutual understanding.

    - Successful Behaviors:
Identifies issues, uses respectful communication, and applies fair strategies to resolve conflict.

Managing Meetings:
The ability to plan and lead productive meetings that engage participants and drive outcomes.

    - Successful Behaviors:
Plans purposeful meetings, stays on track, manages disagreement, and confirms next steps.

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

Responsible for reviewing new applications to ensure all required documentation has been submitted as required. Determines and ensures that the applicant has met or not met the eligibility requirements according to applicable State regulations, policies, and guidelines. Confers with the local police department and/or returns the application for needed or missing information. Provides those applications that pass the eligibility process to the Administrative Program Manager 3 for presentation to the board for approval.

Updates all spreadsheets for board approval and Act 110 approval.

Responsible for entering new applications into the Supplemental Pay System, entering backpay for Act 110 payments, and answering and returning all phone messages and emails regarding Supplemental Pay. Also processes all name, address, and bank account changes, including monthly follow-up with all towns/departments that appear on the bank return report and NOC report to ensure the correct deposit information is obtained.

Also updates the system with the changes and notifies the recipient that the correction has been completed. Assists with monthly Supplemental Pay reconciliations, and retrieves faxes, takes action if necessary, and/or disseminates to the appropriate team member.

Responsible for Supplemental Pay duties, which include preparing monthly warrant packages for mailing, sorting and separating incoming warrants and other correspondence, distributing incoming warrants and correspondence to appropriate staff, making copies, scanning documents and…