Administrative Program Specialist

About This Job

The Office of the State Public Defender has a vacancy. This job title has an assigned pay grade of AS-613. The Office of the State Public Defender (OSPD) regulates the delivery of legal services for indigent persons accused of crimes through dedicated, well-trained, and talented public defenders and support staff in all 64 parishes.

This position provides administrative and programmatic services in the management of statutorily mandated and agency-established programs. Responsibilities include payroll, purchasing/procurement, fleet/property, travel, and general office administration. This position must maintain a current safe driver certification at all times, complete mandatory training in LaGov and other certification programs necessary to fulfill the duties of the position. Advanced computer/technical and organizational skills, the ability to handle confidential information, and the capacity and confidence to work independently are required.

An ideal candidate should possess the following competencies:

• Accepting Direction:
  The ability to be open and willing to follow guidance or instructions.
• Demonstrating Accountability:
  The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• 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.

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:

• Providing reception service and frontline phone management, when necessary
• Researching and arranging staff lodging
• Obtaining annual authorized travel status for staff and maintaining travel records for audits
• Working with vendors to resolve discrepancies or other issues (i.e., invoicing, taxes, prices, prohibited fees/expenses)
• Receiving, documenting, and routing general office invoices for payment
• Logging, reviewing, and submitting LAWS invoices for payment
• Managing the agency's bi-weekly payroll actions, including: ensuring prompt and accurate input of employee hours; reviewing all required supporting payroll documentation; maintaining agency timekeeping records pursuant to the Cross Application Time Sheet (CATS) and office rules, protocols, and policies
• Training in and use of the LPAA and LaGov (ECC) property/inventory system to effectively: maintain agency property inventory and surplus logs; meet mandatory reporting deadlines
• Maintaining vehicle registrations, inspections, basic maintenance, roadside assistance and roadside assistance contacts, repair and maintenance logs; submitting and maintaining mandatory state vehicle reporting;
• Reconciling monthly Fuel Trac (Voyager) account billing and reconciliations; maintaining individual vehicle usage mileage reports for quarterly reporting; conducting monthly vehicle inspections
• Maintaining vehicle reservation calendar; providing executive staff with ready/available vehicles for agency travel
• Maintaining purchase/expenditure documentation
• Working with vendors to resolve purchase or expenditure issue/discrepancies
• Reconciling P-Card purchases pursuant to state and agency rules, regulations, and protocols

Other duties assigned by the State Public Defender, Budget Administrator, or General Counsel Position-Specific Details:

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

Compensation:
Depends on the qualifications of the selected applicant.

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

How To Apply:

No Civil Service test score is required 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. A criminal history check may be conducted on all new hires as well as employees changing positions, including promotions, demotions, details, reassignments,…