Administrative Program Specialist A

Posting number: OCD 080626 ERG

Department: Division of Administration

Division: Office of Community Development

Job classification: ADMINISTRATIVE PROGRAM SPECIALIST-A

Posting type: Open

Categories: Administrative Assistant, Office and Administrative Support

Summary

The Division of Administration/Office of Community Development has a vacancy.  This job title has an assigned pay grade of AS-613.

This Administrative Program Specialist-A will assist with administrative functions in the Community Development Block Grant Program (CDBG).

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

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

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

Qualifications

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Supplemental information

Job Duties:
-Processes all personnel actions for OCD-CDBG, LGAP including obtaining the proper authorities' signature and tracking the paperwork from inception to completion. Assists OCD-CDBG, LGAP Program Managers/Supervisors in assuring that all position descriptions are current and reflect the current job functions and duties. Verifies and maintains Coordinates the hiring and orientation of all new employees.

-Prepares out-of-state travel authorizations and arrangements for OCD-CDBG, LGAP staff. Obtains approvals of designated authorities. Contacts travel agency for airline reservations and hotels for room reservations, ensure rates are within the State Travel Regulations. Arranges for payment of registration fees. Prepares flight schedule for the employee traveling and checks airline tickets for accuracy upon receipt from the travel agency.

-Serves as purchasing and procurement Officer for OCD-CDBG, LGAP of goods and services as it relates to  the LaCarte purchasing card, and LaGOV generated purchases orders in accordance with State Purchasing Regulations. Reviews contracts for any changes/corrections and renews contracts. Purchases new state vehicles. Resolves conflicts with vendors. 

-Serves as Property Control Manager (bonded). Responsible for an accurate maintenance for the inventory of all federal and State-owned equipment, in accordance with the State’s Property Control Regulations. Oversees the activities, which range from tagging items and the annual physical inventory to the disposition of surplus property. Maintains complete files and/or records of all transactions. 

-Serves as agency's computer system liaison/coordinator with professional information technology staff.

-Serves as Telecommunication Coordinator by corresponding with the Office of Telecommunications Management to arrange all new telephone installations, including voice mail, paging