ADMINISTRATIVE PROGRAM SPECIALIST - A (AppDM SAFETY ADMIN POS# 185964)

USA JobsBaton Rouge, LA, US

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Administrative Program Specialist

Salary : $3,127.00 - $6,136.00 Monthly

Location : Baton Rouge, LA

Job Type : Classified

Job Number : OTS 101025L ERG

The Division of Administration / Office of Technology Services has a vacancy.

This job title has an assigned pay grade of AS-613. This position is located in the Applications and Data Management Section. Req. 213708

An ideal candidate should possess the following competencies :

Communicating Effectively : The ability to relay information correctly and appropriately to connect people and ideas.
Displaying Expertise : The ability to exhibit specialized skills or knowledge gained from experience or training
Making Accurate Judgments : The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.

The Office of Technology Services (OTS) aims to be a responsible partner in delivering innovative, effective, and reliable solutions that support and enhance the IT functions within Executive Branch Departments.

Serves as the primary administrative professional performing duties in support for the Office of Technology Services (OTS), Applications & Data Management (AppDM) section which includes the Department of Public Safety (DPS), Department of Corrections (DOC), Office of Juvenile Justice (OJJ), Office of State Inspector General (IG), Governor's Office of Homeland Security & Emergency Preparedness (GOHSEP), & Wildlife & Fisheries (WLF). Serves as the backup administrative professional for the remaining thirteen (12) OTS / AppDM sections. This includes the coordination of office functions, safety oversight for AppDM staff, records management for personnel serving those agencies, and general administrative or clerical duties under supervision by the Administrator, Director, or higher-level staff.

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

Minimum Qualifications :

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.

Job Specification :

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

Job Duties :

Responsible for all payroll related activities. Enters data into the LaGov HCM Payroll System for attendances and leave usage for AppDM Clusters and possibly other areas of OTS if needed during emergency situations. As a Payroll Time Administrator - calculates, keys, audits and monitors, all aspects of the payroll system in regards to AppDM Clusters. May act as a backup payroll time administrator for other OTS sections as needed.

Acts as an OTS Representative / Liaison to agency's Human Resource Management and OTS Staff (Administrators, Directors, Managers, Supervisors and all remaining IT personnel). Generates Personnel Action Requests via the ePAR system, creates vacancy requisitions via NEOGOV, and submits new / updated position descriptions via PD Workflow. Maintains confidential personnel files.

Receives, interprets and distributes to AppDM management all Civil Service, DOA, and OTS policies and procedures relative to human resources matters. Responsible for distribution of pertinent information to all AppDM employees.

Processes all AppDM personnel paperwork in accordance with DOA Employee Administration, DOA Human Resources, and OTS rules and regulations. Reviews all personnel action requests submitted thru the chain of command to ensure their compliance with DOA Employee Administration, DOA Human Resources, Civil Service, and OTS rules and regulations. Monitors the status and follows up on all personnel action requests.

Serves as the personnel liaison to AppDM employees by answering any questions concerning personnel matters and refers AppDM employees to DOA Employee Administration group or Human Resources office for any @type of insurance changes.

Monitors and ensures the AppDM employee performance evaluation system (PES) plannings and evaluations are completed in an accurate and timely manner to ensure compliance with DOA Human Resources and Civil Service Rules. Advises AppDM management of any approaching deadlines that have not yet been met.

Works with the AppDM Director and the supervisory chain of command in addressing unique personnel problems and offers suggestions, solutions and possible courses of action in the resolution of such problems.

Ensures pertinent Civil Service general circulars and other materials are distributed for review by employees in AppDM sections. Assists AppDM employees, when requested, in applying for vacant positions or in obtaining additional information from Civil Service and / or other sources.

Coordinates the hiring of new AppDM employees and conducts orientation relating to OTS safety and procedures. Also, coordinates the accurate completion of Exit Checklist for AppDM employees that are terminating or transferring; completes the necessary forms required by DOA / OTS / Louisiana Workforce Commission.

Assist AppDM management in ensuring that job descriptions are current and reflect actual job functions and duties.

Maintains proficiency in usage of all applications and software as needed for the duties of this position. Completes and maintains proficiency in all DOA Human Resources functions that may be required for this position.

May perform responsible administrative procurement functions in the support of one or more AppDM business units, through custody and use of a state-issued purchasing card, through the Agency Relationship Manager (ARM), or through AppDM Operations; and performs actions and functions related thereto. May provide professional purchasing support on an as-needed basis. May coordinate the control / distribution of state issued computer equipment and ensure proper assignment. May act as liaison to Buildings and Grounds and OTS Network Services. Contacts Buildings and Grounds for any maintenance or repair that is required within the office. Submits tickets to OTS Network Services for new / existing services. Also, requests and tracks card access to the building. May act as the Training Coordinator for OTS. Works with DOA-OHR Training, Civil Service CPTP and ORM Safety Training personnel.

Assists OTS management in the maintenance of the agency safety program in accordance with the Safety Policy statement issued by Commissioner of Administration. Develops, edits, and updates safety procedures.

May conduct activities, such as the scheduling of various speakers and distribution of reading materials, to stimulate safety among employees. May plan and direct a regular program of safety inspections, may collect safety checklists from OTS floor wardens and may follow up on any violations.

Logs and investigates any accident / incident, maintains and analyzes accident reports and follows up on all incidents / accidents. Ensures timely reporting to the approved Office of Risk Management (ORM) portal.

Reports stolen and / or damaged property to the OTS Property Control team; prepares necessary paperwork. Works with OTS management and Office of Risk Management in resolving all issues or problems arising from any claim.

Performs all other tasks, special projects, analysis, studies, and plans as directed. May act as primary for any of the above mentioned job duties for OTS and / or backup for other OTS sections as needed.

Position-Specific Details :

Appointment Type : This vacancy will be filled by 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.

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Safety Specialist • Baton Rouge, LA, US

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