Job Description
Posting number: OSB 082126 ERG
Department: Division of Administration
Division: Office of State Buildings
Job classification: ADMINISTRATIVE PROGRAM SPECIALIST-A
Posting type: Open
Categories: Administrative Assistant, Office and Administrative Support
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 including telecommunications, records management, and information technology for approximately 40 state buildings under the jurisdiction of the Office of State Buildings (OSB). Additional responsibilities include handling the various requests for events/functions at the State Capitol and Capitol Park, travel administrator duties, and assisting with the various functions of OSB to facilitate on-going agency responsibilities. This position also serves as the backup for other administrative program functions including procurement, leases, scanning records management, OFC requests, and processing mail.
AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:
• Accepting DirectionThe ability to be open and willing to follow guidance or instructions.
• Demonstrating AccountabilityThe ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Following Policies and ProceduresThe 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 JudgmentsThe ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning
•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
Examples of duties
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.
Qualifications
The official job specifications for this role, as defined by the State Civil Service, can be found here
Supplemental information
Job Duties:- Serves as the agency’s authorized IT administrator in coordinating with the Office of Technology Services (OTS) groups for maintaining the agency’s IT equipment and services, including, but not limited to, PCs, Laptops, Printers, Copiers, and Scanners.
- Approves and coordinates certain IT activities, including creation and deletion of the user LANID and email account for the agency statewide, equipment installation and physical moves, equipment maintenance, ordering new equipment/software, software installation, hardware/software upgrades, sanitizing/defective equipment, security updates, and updating the IT equipment inventory list.
- Serves as the agency’s authorized Telecommunications Coordinator (TC) for maintaining approximately 455 telecommunication services statewide
- Serves as scheduling coordinator for handling statewide and nationwide event/function requests (including Rallies, Press Conferences, Concerts, Walks/Runs, and Political Campaigns) on the State Capitol Steps, Pentagon Courts, Capitol Annex, Capitol Grounds, Arsenal Museum grounds, or other OSB facilities.
- Coordinates, schedules, and processes all travel for OSB. Serves as the agency’s coordinator in handling OSB personnel’s in/out-of-state travel expense reimbursement claims and coordinating employees’ travel arrangements, including hotel/flight bookings, car rental, and conference registrations.
- This position is responsible for requesting and cancelling Fuel Trac PINs and cards for all employees and vehicles within OSB.
- This position performs senior-level purchasing at the agency with an operating budget of approximately $30 million. This includes receiving requests for all state contract purchases, proprietary purchases, sole source purchases, authorized dealer repairs, and bid requisitions, ensuring that all requests follow procurement rules and regulations.
- This position processes monthly PCard statements for each OSB employee, accessing the Bank of America computer-based system and codes each transaction to the appropriate building and general ledger code as well as ensures that all proper documentation is included
- Establishes and maintains files on all Office of Risk Management's Third Party Administrator (TPA) claims for the agency.
- 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 sorting and delivering incoming mail daily and handling outgoing mail via USPS, FedEx, and UPS, serving as a backup for the Badging Office and Claiborne Conference Center.
- Other duties assigned by the supervisory chain of command.
Position-Specific Details:
Appointment Type: This vacancy will be filled by a new hire or by promotion of a current permanent status classified employee.
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, and transfers. Also, prospective employees may be subject to pre-employment drug testing. New hires will be subject to employment eligibility verification via the federal government's E-Verify system.
* Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.
Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application. The selected candidate will be required to submit original documentation upon hire.
For further information about this posting, please contact:
Erica R. Gay
HR Specialist
Division of Administration/Office of Human Resources
email: Erica.Gay@la.gov
