What are the responsibilities and job description for the Administrative Program Specialist - A, B (Inventory Specialist) position at State of Louisiana?
This vacancy may be filled by job appointment, which is temporary in nature not to exceed 48 months. If filled as a job appointment, the position may be converted to a probational appointment provided a vacant position becomes available and funding is available.
Louisiana is a "State as a Model Employer" for People with Disabilities.
AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING 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.
This vacancy participates in a career progression group and may be filled from this recruitment as an Administration Program Specialist A (AS-613) and Administration Program Specialist B (AS-614) depending on the level of experience of the selected applicant. The maximum salary for the Administration Program Specialist B is $75,026. Please refer to the "Job Specifications" tab located at the top of the LA Careers "Current Job Opportunities" page of the Civil Service website for specific information on salary ranges, minimum qualifications and job concepts for each level.
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.
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.
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 or faxed to (225) 219-1041. 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
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.
To perform responsible, administrative functions in support of an organizational unit.
OR
To manage a specialized departmental or statewide program.
Level of Work:
Entry.
Supervision Received:
General from higher-level supervisory personnel.
Supervision Exercised:
May supervise 1-2 lower level personnel.
Location of Work:
May be used by all state agencies.
Job Distinctions:
Note: Agency impact, hierarchy, and reporting relationship patterns will be considered when making allocations to this level.
Differs from Administrative Coordinator 4 by the presence of professional duties that involve a variety of administrative functions or responsibility for a specialized departmental or statewide program.
Differs from Administrative Specialist--B by the absence of a moderate degree of complexity, impact, or independence in assigned duties and program areas.
The incumbent in this position is responsible for ensure the agency is compliant with all state rules and regulations with reference to Fleet Management, Office of Technology Services (OTS) moveable property, facility management, OTS record retention, and Loss Prevention to ensure OTS is complaint with the Office of Risk Management (ORM). This position requires knowledge of the existing DOA OTS environments.
Job Duties
30% OTS Fleet Coordinator
Work with OTS executive staff to create policy's for OTS fleet vehicles. Ensure that records are compile on employees needing authorization to drive a state vehicle or on state business. Work with safety staff to verify all OTS employees have completed the Defensive Driving Training and that it is up to date. If all requirements are met, approve the employees to drive a state vehicle or on state business. Ensure that the DAMV-3 mileage logs for all OTS units are compiled. Check the DAMV-3 to ensure that the employees filled in all the information correctly. Reconcile gas tickets, repair and maintenance tickets to the DAMV-3s and the fuel bill. Approve fuel bills for payment and send to Accounts Payables. Perform inspections on OTS units to ensure the safety of the employees and units. Monitor the OTS units ensure that maintenance is performed. Approve all repairs and maintenance for all OTS units. Complete and send the DAMV-7 report to LP AA monthly. Issue PIN numbers for Fueltrac thru an online account. Cancel PIN numbers when employees leave OTS. Approve mileage reimbursement for employees that use their personal vehicles on state business. Collect information and Police reports on accidents involving state owned units. Approve overnight storage of OTS/State owned vehicles. Monitor the signing in/out of OTS Pool units. Prepares Fleet Budget for the new fiscal year and submits to OTS Budget Office.
30% OTS Property Management
Work with OTS executive staff to create policy's for OTS property management. Ensure that statewide inventory is conducted annually on all OTS property. Ensure that any un-located property, is listed as un-located for three years with LPAA and then removed from the inventory. Work with OTS staff statewide to tag all property with a cost of $1,000 or more and ensure property is entered into the inventory system within 60 days of receipt or acceptance, this process also includes property of $1,000 or less. Enter Transfer Request for surplus property the agency no longer needs or uses. Schedule pick up or delivery of surplus property with LP AA. Enter and update property location codes used for inventory. Create procedures to Sign in and out OTS laptop computers to employees. Send tagged property information to the OTS Budget Office. Send surplus property information to the OTS Budget Office. Work with all departments to determine if we can repair an item or if we need to replace an item.
20% OTS Records Retention Management
Work with all OTS departments to ensure that the OTS has record retention schedules on file with Secretary of State. Receive record destruction requests from OTS departments to have files shredded. Complies Records Destruction Form and sends to Secretary of State Office for approval. Receive approval from Secretary of State and issues the approval for employees to shred files approved for destruction. Receive requests to have files microfilmed. Schedule with Secretary of State to have the files microfilmed. Oversee the files being picked up by Secretary of State for microfilming. Reconcile bills from Secretary of State for microfilming of files. Approve bills from Secretary of State microfilming for payment. Receive and direct microfilm coming in from Secretary of State to the proper departments.
15% OTS Safety and Loss Prevention Officer
Review and update the OTS Safety and Loss Prevention Manual. Ensure that quarterly Safety inspections of the OTS facility are conducted to ensure the safety of the OTS employees, public and facility. Report or correct any unsafe conditions. Documents Fire Drills. During Fire Alarms, perform a walkthrough of OTS, check all departments, break room, restrooms and conference rooms to ensure the safety of everyone. Perform Self Audits as required by ORM. Submit quarterly Exposure Reports to ORM online. Receive accident reports and conduct an investigation into the accident. Investigate to determine the true cause of the accident and if there was an unsafe condition. Work with other OTS department Directors to ensure that all departments are following the OTS Safety and Loss Prevention Manual.
5% Other duties as needed and/or directed by the State CIO or his designee.
Salary : $2,978 - $5,843
