ADMINISTRATIVE PROGRAM DIRECTOR 3

Administrative Program Director

Louisiana Department of Public Safety & Corrections Corrections Services

Division of Probation & Parole Adult HEADQUARTERS

Baton Rouge, Louisiana

At the Louisiana Department of Corrections, our mission is to promote public safety and strengthen communities through fair, professional, and responsive corrections services. We are committed to protecting the people of Louisiana with integrity, accountability, and a deep respect for the rights and dignity of all.

This is an opportunity for you to become part of a dedicated team supporting public safety, where professionalism, resilience, and teamwork are essential.

This promotional position serves as the Administrative Program Director at the Headquarters Office of the Division of Probation and Parole. This position is responsible for the fiscal management of a 60 million-dollar budget.

Minimum Qualifications :

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

Job Specification :

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

Job Duties and Other Information :

Directs the preparation of the budget and fiscal reports. Analyzes and interprets fiscal and programmatic reports concerning agency operations to ensure proper budget execution and controls.

Responsible for a 60 million-dollar budget and an Imprest Fund of $25,200.

Directs and approves the preparation of monthly financial reports. Informs P&P Director of problem areas regarding expenditures, budget requests, etc. Keeps Director abreast of the division's fiscal position at all times. Attends all budget meetings including legislative budget hearings.

Reviews all requests for equipment, supplies, travel expenses, vehicles, maintenance, etc. for 20 district offices and 3 regional offices. Analyzes priorities and feasibility of each request. Requests additional information and justification as deemed necessary.

Supervises Accountant Manager in the reconciliation of accounts, and development of financial statements. This includes supervising the development of fiscal reports, reconciliation of bank statements, etc.

Directs staff in the preparation of the division's monthly financial management reports and revenue projections for supervision and restitution fees. Reviews fiscal reports generated by ISIS to ensure accurate cost distribution. Evaluates division status and makes specific recommendations to the Director to ensure timely action.

Directs the business office staff in assuring all accounting functions are performed in compliance with departmental and state rules and regulations.

Responsible for the procurement of goods and services statewide for the Division of Probation and Parole. This includes preparing specifications as needed, reviewing completed purchase orders, bids, proposals and contacts for statutory compliance.

Directs the preparation of all purchase orders of the Division. Reviews all purchase request orders submitted by the district offices and determine needs and feasibility of all request. Upon authority of Director, approves all RFP's for the Division. Assures all purchases are made within Division of Administration guidelines.

Reviews bids and makes recommendations of the award of purchase orders.

Authorizes emergency repairs and reviews investigative insurance claims or accidents.

Evaluates compliance with regulations and recommends specific action to the Director as warranted.

Prepares status report on the budget in these critical areas of field operations and recommends prudent management action based on the condition of the budget.

Supervises the Collection Center and projects revenue collections to assess the financial needs of the agency and ensures that funds collected are sufficient to meet the budgeted and cash needs of the agency. Revenue collections total over 24 million dollars annually, 17 million which includes self-generated revenue from supervision fees.

Maintains over 2.5 million dollars in leases of 20 district offices. Furnishes information for bid specifications, reviews bid packages and makes recommendations for acceptance. Serves as liaison between lessor and Division of Administration.

Maintains lease / rental of all copy equipment located at all districts / regional offices. Reviews copy equipment requests, approves / denies new equipment purchases, and resolves problems with existing equipment. Evaluates budgetary constraints in regards to request for new equipment / repairs. Governs ordering of all supplies for all copy equipment statewide. Maintains lease for all postage meters located in all division / district offices.

Maintains 1.6 million dollars in contracts for professional services such as electronic monitoring, prisoner transport, fitness for duty psychological exams of employees, immunizations for officers, housing of technical offenders.

Directs the fleet management activities of the Division. The Division has 553 vehicles that are in continuous use performing probation and parole work and related law enforcement functions.

Directs and approves all major maintenance items and purchases and closely monitors funds available for repairs and maintenance, issuing directives and reports as necessary.

Ensures, in conjunction with district fleet managers, all titles, certificates of registration and annual inspection stickers are obtained and current.

Involved, in conjunction with the Director, in the procurement of automobiles to include responsibility in the area of financing and engaging in the process of developing third party financing, resulting in the increase in the number of vehicles purchased.

Evaluates all requests for telecommunications and makes recommendations to Director. Monitors telecommunication services and establishes division uniform standards. Evaluates and analyzes the division's needs in this critical area and prepares related reports and recommends specific actions to the Director. Directs the ordering of all equipment and / or features, as well as making recommendations to the Director for replacing obsolete equipment.

Monitors employee phone usage and directs investigations of unauthorized or excessive use of phone systems. Makes recommendations to the Director in these matters

Responsible for the division's entities' property and casualty insurance, vehicle and general insurance. This includes securing coverage through the Division of Administration's Office of Risk Management.

Ensures all automobiles are kept in good operating condition with preventative maintenance and scheduled service.

Directs the division's inventory control system.

Directs the requisition and storage of supplies and equipment.

Regulates the record keeping system of all inventory for the division. Accountable for annual inventory report.

Regulates property control functions of approximately 7500 pieces of equipment valued over 13 million dollars.

Directs the tagging, location and maintenance of property identification tags in accordance with property control regulations. Guides space utilization management and oversees the disposition of surplus property.

Directs the annual inventory of moveable property. Provides all units with property control lists, ordering notification of all property control movements, and ensures all movements / changes are in accordance with state / department regulations. Reviews final inventory results to assure compliance with regulations and submits to State Property Control.

Directs the maintenance of detailed inventory records of all current state properties, including descriptions of property, date of purchase, locations, etc.

Reconciles property control listing and submits to State Property Control and State Auditor on a yearly basis.

Approves and submits BF-11 to transfer, destroy, or recommend for disposal, equipment or furniture from main inventory listing.

Supervises : Accounting Manager, Administrative Program Specialist and Procurement Analyst.

Position-Specific Details :

Appointment Type : DETAIL OF A Permanent Classified Louisiana State Employee

Other Important Information :

Any degree, certificate, special license, or DD-214 must be verified by official documentation prior to hire. Any qualifying experience that is based on college credit / college hours should have an accompanying transcript for verification. This is a 24 hour facility. Applicants may be required to work shift work. This Agency is a Drug Free Workplace.

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. 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.