Administrative Program Manager

District 61 - Unit 001 – Baton Rouge

At DOTD, our mission is to innovatively develop and sustain safe and reliable infrastructure comprising highways, multimodal transportation assets, micro-mobility systems, and public works. We are proud to serve the people of Louisiana with integrity, innovation, and a deep commitment to equity.

The position is to manage the administrative programs and support functions for the district. This position is located in the District 61, Unit 001, Business Office of the Department of Transportation and Development and reports directly to the Office of Administrative and Accounting. It serves as the district’s financial subject-matter-expert concerning cost coding for all payable and procurement documents. The role is responsible for the establishment and maintenance of internal recording and control procedures involving the collection, evaluation, preparation, reconciliation, and processing of over 4,000 district documents.

In addition, the position serves as Signatory Authority as required and is responsible for the administration of district switchboard functions.

• Driving Results:
  Sets clear goals, stays focused, owns outcomes, and uses feedback to improve.
• Making Accurate Judgments:
  Makes timely, well-reasoned decisions using available info, context, and trade-offs.
• Thinking Critically:
  Analyzes key info, weighs evidence, and draws logical, well-supported conclusions from credible sources.
• Communicating Effectively:
  Communicates clearly, listens actively, and explains complex ideas well.

Please visit our DOTD Career Center for more information about our agency: (Use the "Apply for this Job" box below)./

• Six years of experience in administrative services; OR
• Six years of full-time work experience in any field plus three years of experience in administrative services; OR
• A bachelor's degree plus three years of experience in administrative services; OR
• An advanced degree plus two years of experience in administrative services.

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.

• Budget/Fiscal Management
  • Responsible for daily reconciliation of expenditures against the budget, ensuring the district operates within its allocated funds.
  • Prepares budget projections/analysis for 30 administrative units by monitoring expenditures using spreadsheets/databases and LaGov reports.
  • Independently manages, approves, signs, and supervises the preparation and transmission of all payment documents; such as expense accounts, purchase order payables, and monthly fuel reports.
  • Develops and implements the process/procedures for procurement and accounts payable sections within the district, ensuring effective and efficient process flow in compliance with GAAP.
  • Responsible to oversee the transmission of payroll data; examining and reviewing payroll via PTMW, Plant Maintenance (PM), and AGILE systems ensuring compliance with federal labor standards act (FLSA).
• Procurement/Inventory
  • Oversee district buyers in the procurement process, ensuring compliance with DOTD procurement regulations.
  • Direct the establishment of inventory control measures, ensuring goods and services are receipted and adequately accounted for within district guidelines.
  • Serves as property manager responsible for the management of property control items (over $1,000). Establishes a standardized procedure for thorough recording, tagging, and tracking items by location.
  • Directs the disposition of surplus property and the transfer of property.
• Administrative
  • Serves as signatory authority as required and is responsible for the administration of district switchboard functions.
  • Responsible for providing…