Administrative Program Specialist A

About This Job

The Division of Administration/Office of State Buildings has a vacancy. This job title has an assigned pay grade of AS-613. This position is responsible for handling administrative program functions on a statewide basis procurement, scanning records management for approximately 40 state buildings under the jurisdiction of the Office of State Buildings (OSB) with an operating budget of approximately $30 million, which includes an OFC operating budget of approximately $14 million.

Additional responsibilities include leases, Title 38 Public Works contracts, OFC requests, and processing mail. This position also serves as the backup for other administrative program functions including information technology, telecommunications, State Capitol and Capitol Park events/functions requests, Capital Outlay projects record management, travel administration, and fleet card management. This position is responsible for assisting with the various functions of OSB to facilitate on-going agency responsibilities including the Badging Office and Claiborne Conference Center.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING

COMPETENCIES:

• Demonstrating Accountability:
  The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Driving Results:
  The ability to set and pursue goals, maintain focus amid competing demands, and deliver results.
• Managing Resources:
  The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.

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:

• This position performs senior level purchasing at the agency ensuring that all requests follow procurement rules and regulations.
• Handles adjustments to ensure transaction is properly executed and communicating with building managers throughout the process.
• This position is responsible for the accounts payable and monthly PCard statements for each employee for the Office of State Buildings. Once all transactions have been coded into the system, the statements and documentation are submitted to OFSS for audit review and storage.
• Processes invoices for the contract uniform services for the Office of State Buildings statewide, including Shreveport, Monroe, Alexandria, Lafayette, Baton Rouge and New Orleans areas. Receives all service delivery tickets, ensures that weekly invoices are adjusted as necessary for additions, deletions, or changes in service, and processes for payment.
• This position is responsible for scanning/uploading documents to the electronic filing system for OSB.
• Administers program for the leasing of approximately 500 parking spaces at the LaSalle Parking Garage and Galvez Parking Garage which includes maintaining records for the Office Facilities Corporation (OFC).
• This position is responsible for the creation and processing of Title 38 contracts for OSB and OFC under the $250,000 threshold for public works performed at all buildings under the jurisdiction of OSB with an operating budget of approximately $1 million.
• This position is responsible for managing and processing OFC requests for maintenance and operations supplies and projects with an estimated value of $25 million. Duties include maintaining an ongoing tracking spreadsheet of requests for projects, equipment, and services for OFC buildings maintained by OSB routing to the FP&C Assistant Director and Assistant Commissioner for review and approval.
• This position is responsible for sorting and delivering incoming mail daily and handling outgoing mail via USPS, Fed Ex and UPS, serving as a backup for the Badging Office and Claiborne Conference Center.
• Information Technology
  - Serves as the agency's authorized IT administrator in coordinating with the Office of Technology Services (OTS) groups for maintaining agency's IT…