What are the responsibilities and job description for the ADMINISTRATIVE PROGRAM SPECIALIST A position at State of Louisiana?
Job Number: 03-50685510-APSA-04042025-LR
About this position:
This position functions as an Administrative Program Specialist A in the Business Office.
The incumbent is the primary procurement assistant for District acquisitions and will serve as the lead to direct the work of lower-level employees. Under the direction of the Administrative Manager 2 the incumbent is expected to exercise independent judgment and initiative in determining the approach/action to take in non-routine situations that may arise. The incumbent must possess a working knowledge of DOTD Procurement Policies and Procedures in accordance with Louisiana and Federal guideline, and DOTD Business Services/Procedures and Procurement Manuals, to report and document all activities accomplished.
AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:
Selected Core Competencies:
- Communicating Effectively:The ability to relay information correctly and appropriately to connect people and ideas.
- Making Accurate Judgments:The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.
- Thinking Critically:The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
Please visit our DOTD Career Center for more information about our agency:
http://wwwsp.dotd.la.gov/Inside_LaDOTD/Divisions/Mgmt_Finance/HR/Pages/Career_Center.aspx
No Civil Service test score is required in order to be considered for this vacancy.
Please list all work experience on the application. Failure to include all work experience may affect your eligibility for this position.
Resumes will NOT be accepted in lieu of completing the work experience sections of the application.
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
“The Louisiana Department of Transportation and Development (DOTD) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities.
DOTD does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any type.”
For further information about this vacancy contact:
Lynn Reed, Dawn Soileau, or Lela Babineaux
DOTD-District 03
Human Resources
(337) 262-6100
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.
Job Duties & Responsibilities:
65% Procurement
Incumbent serves as the procurement agent for the District, creating requisitions and purchase orders totaling approximately $4 million in support of 37 Administrative Units within the District. Ensures compliance with all District, Agency, and State Procurement Policies and Procedures. Responsible for ensuring accurate processing of all requisitions and purchase orders as assigned by the Administrative Program Manager 2.
Creates, revises, and maintains purchase orders for goods and services in accordance with DOTD Procurement Policies and Division of Administration requirements. Utilizes System Applications and Products (SAP), Enterprise Resource Planning (ERP), Supplier Relationship Manager (SRM) systems and spreadsheets/databases to ensure accurate goods receipts and issues. Responsible for coordinating with District Shop and Maintenance Administrative Coordinator 4s to ensure accurate posting of Purchase Order receivables. Initiates corrective action as deemed necessary.
Audits and maintains official records/spreadsheets for commodities and services received for assigned Administrative Units throughout the District, advising Administrative Program Manager 2 of available inventory levels and services.
30%Administrative Functions:
Serves as initial point-of-contact to District personnel for the purchase of goods and services. In the absence of the Administrative Program Manager 2, serves as secondary point-of-contact for vendors providing outside services, including but not limited to maintenance of the District HQ HVAC unit, elevators (as applicable), alarm systems, and other support services. Incumbent is required to assist in the preparation of complex statistical spreadsheets on a routine basis to assist management in determining procurement information supplied to District Heads on acquisitions for each Administrative Unit. Gather and provide data to Administrative Program Manager 2 of pending and current acquisitions. Updates Administrative Program Manager 2 concerning inventory levels and associated expenditures in preparation of budget forecast.
Provide procurement information to Accounts Payable section as issues arise.
5%Miscellaneous Duties:
May be required to perform other duties as necessary including, but not limited to, emergency/disaster support activities.
Salary : $3,127 - $6,136
