Administrative Program Specialist A

Supplemental Information

• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
• Driving Results: The ability to identify important goals and work to achieve them.
• Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
• Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.
• Building and Supporting Teams: The ability to combine your actions and efforts with others to work toward achieving a common goal.
• Demonstrating Accountability: The ability to accept ownership for your actions, behaviors, performance, and decisions.
• Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals.
• Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.
• Solving Problems: The ability to discover solutions to problems.
• Valuing Diversity: The ability to develop an awareness of DEIBA challenges and craft personal plans that contribute to improving organizational cultures and environments.

Minimum Qualifications

Job Concepts

Function of Work:
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.

Examples of Work

• Procures materials, supplies and equipment via requisition and purchase order generation via internal purchasing software, consolidating like items where possible to promote maximum economic benefit for the agency through centralized procurement to ensure compliance with state and agency guidelines as budgetary limitations
• Processes requisitions received for standard materials, equipment, and services as well as highly technical or specialized materials, equipment or services that require research and specification development
• Ensures purchase and receipt of needed items while acquiring competitive pricing for desired quality via phone, email or public advertisement then award to the most responsive and responsible bidder
• Generates and processes requisitions for the replenishment of inventory items for the agency to maintain proper levels of general operating materials and supplies
• Performs job duties of Procurement Supervisor in his/her absence
• Establishes bid listings by item and or service classification to ensure competition through proper vendor selection
• Procures emergency materials, supplies, equipment, food, and any services needed during hurricane, high water, or for emergency repairs to facilities, flood structures or pumping stations
• Communicates with vendor representatives to obtain product information needed to determine specifications for standard and technical parts, supplies and equipment purchases
• Participates in demonstrations of vendor products on-site or via conferences
• Handles product complaints or discrepancies with invoicing and/or deliveries
• Corresponds with vendors via phone, e-mail, or meeting to determine product information, price, and availability
• Coordinates exchanges, returns, or cancellations of items with the Accounts Payable Department which affects purchase orders and/or invoices due to price differences or discrepancies
• Coordinates with budget analysts applicable coding corrections on purchase orders to assure charges are applied to the proper account
• Arranges for the service and repair of equipment used at the agency
• Assures proper vendor compliance by verifying Certificates of Insurance (COI’s)
• Assists agency personnel in resolving issues with problems associated with items and or services procured
• Advises agency personnel and vendors of agency and State procurement laws, policies and procedures
• Follow-up on delivery and receipt of goods and services by regularly reviewing open purchase orders

• Manages the receipt, storage and distribution of a widely diverse group of materials, supplies and equipment. Inventory includes over 1,400 items valued at an estimated $500,000 in a 30,000 square foot warehouse
• Audit inventory items and usage determine proper minimum/maximum levels via random cycle counts
• Reviews and analyzes manufacturer's specifications for determining accuracy of inventory items needed
• Manage inventory by stocking incoming items and signing out requested items.
• Practice First-In-First-Out (FIFO) inventory guidelines and discard items that are outdated and unusable
• Coordinates with Maintenance personnel for proper determination of needed items and stock levels of inventory items required to meet routine and emergency/storm event needs
• Label (physically and in the procurement/inventory system, with photos) and cross-reference manufacturer's brands and part numbers, of equal value to be housed in inventory to ensure compliance with specifications and desired quality and ensure quick retrieval by storeroom personnel
• Arranges for disposal or sale of obsolete and/or surplus items or equipment in accordance with state law and current policies and procedures for auctioning
• Maintains proper inventory levels in personal protective equipment (PPE) vending machines
• Oversees the receipt, release, exchange, alteration or replacement of work uniforms for every SLFPA-E employee (150 employees).

• Receives, inspects, approves, rejects and/or signs for materials and equipment entering the Receiving Central Warehouse.
• Records all items received into the purchasing software generating receiving reports, which updates the purchasing and consumable inventory systems, matches the receiving report to the purchase order, if applicable, and provides these documents to the Accounts Payable department for processing
• Records and tags moveable and fixed assets according to SLFPA-E Property guidelines
• Coordinates the return of excess, duplicate and/or damaged materials and equipment; Generates required documentation for pickup
• Reconciles discrepancies between purchase order quantities and costs with shipping documentation to ensure correctness of receipt and payment
• Operates forklift for removal of heavy or large deliveries of equipment and materials from motor carriers; Maintains forklift certification every three years.

• Incumbent is on-call during emergency situations and is required to respond, as warranted. In such situations, the incumbent reports and remains on-duty until released from duty by the proper authority.
• Incumbent assists in cooking and serving meals during storm events for up to 125 employees and issues cots and other materials and supplies needed for flood protection/opening and closing floodgates.
• Must maintain a good driving record and have vehicle insurance as job requires company vehicle to be used to pick up orders, as needed
• Maintains, tracks and controls the distribution of duplicate sets of keys for vehicles, equipment and structures.
• Other duties, as assigned