Administrative Program Specialist A
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Administrative Program Specialist A
Salary
$3,127.00 - $6,136.00 Monthly
Location
Baton Rouge, LA
Job Type
Classified
Job Number
OTS 111025C ERG
Department
Division of Administration-Office of Technology Services
Opening Date
11/10/2025
Closing Date
11/20/2025 11:59 PM Central
Description
Benefits
Questions
About this Job
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 Operations Section. Req. 214060
The Office of Technology Services aims to be a responsible partner in delivering innovative, effective, and reliable solutions that support and enhance the IT functions within Executive Branch Departments. The Office of Technology Services will work to increase the return on the State's investment in technology by promoting smart decision-making, solving problems intelligently, increasing the rate of project success, and fostering a skilled and professional staff.
Serves as high-level executive and confidential assistant to the Chief Financial Officer, and independently performs a wide variety of duties. Maintains confidential files. On own initiative, notes commitments made by Office of Operations, arranges for staff representation at meetings or conferences; attends meetings at the request of and in some instances represents Operations when delegated to do so. In response to correspondence and other requests, composes replies requiring independent research into the subject matter. Analyzes requests for information and ensures that appropriate personnel are informed of requests; maintains pending files to ensure timely response. Reviews and proofreads outgoing correspondence and publications for Operations for internal consistency and assures that proper clearance has been obtained when necessary. The incumbent of this position assists the IT Statewide Administrator 1 (CFO) of Office of Operations and with the administrative functions of the Office of Technology Services Office of Administration. Supervision is received by broad review from the IT Statewide Administrator 1 (CFO) and work is performed with a high degree of independence and initiative. Verbal and written communications skills are required as well as considerable knowledge of state policies, laws, rules and regulations. The incumbent is responsible for overseeing administrative functions for OTS Administration and Operations sections, such as human resources functions, purchasing, travel, payroll, safety management, and training. Incumbent is responsible for mail operations, file maintenance, supply inventory, serving as office receptionist, and other administrative support functions. The position may require learning terminology and/or specific additional job skills that align with the section the position is in support of. The incumbent also works on special projects as required.
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
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.
Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.
Using Data: The ability to use relevant and valid data to inform a recommendation for action.
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 foundhere (https://apps01.civilservice.louisiana.gov/onestopjobinfo/DisplayJobSpec.aspx?JobCode=168090) .
Job Duties and Other Information
Job Duties:
In serving as the executive assistant to the IT Statewide Administrator 1 (CFO), Office of Operations, the following functions are performed:
TRAVEL
Maintain all authorizations, documentation correspondence, receipts and all expenses Shared Drive regarding OTS travel (while keeping all travel PPM49 compliant). Maintain cumulative travel log for each OTS traveler and reconciliation. Maintain OTS internal policies web page with up to date OTS travel policy, procedures, unique travel authorization, TA instructions, Cost allocation code and Ethics forms for sponsored travel. Prepares fiscal year exemption letter for delegate authorization, air approval and other delegations.
Audit all transactions submitted in LaGov travel, reconcile and validate receipt, verify mileage and ensure all supporting documentation required is attached in LaGov Travel Administration Basics system on each trip submitted for reimbursement. Responsible for verifying each transaction and resulting receipts are valid.
Process payments with state CBA credit card account for multiple rental, lodging, airfare and registration purchases ensuring each transaction is in accordance with OFSS Annual certification requirements. Responsible for executing a credit card authorization for each booking when requests are submitted through Hotel Planner and/or Christopherson Business Travel. Once lodging is approved in Hotel Planner and/or the third party, Orbitz, Expedia, etc., this position is responsible for credit card authorization faxing or processing payment via secure online authorization portal for OTS travel reservation. Once flight is requested this incumbent is responsible for submitting the credit card information to complete the transaction.
Process payments on CBA credit card for registration payments related to conferences and/or trainings. This incumbent must adhere to the state's accounting guidelines, principles and the Louisiana Travel Policy. The incumbent shall remain aware and knowledgeable of all Travel and PPM 49 updates.
Assist with preparing travel authorizations for the Executive Staff.
FISCAL OPERATIONS
Sort incoming invoices based on invoicing team assignment and distribute accordingly throughout each business day.
Maintains OTS Invoicing email box by verifying the vendor name listed on invoice is the same as that listed on the purchase order in LaGov. Access LaGov SRM to validate. Assign incoming invoices that are emailed from the vendor to the appropriate designated staff.
Review all intangible Ivanti request tickets and assign them to the appropriate designated staff.
Process Checks received for deposit. Creates transmittal to submit to DOA/OFSS, research to gather required backup documentation from invoicing team as needed and delivers to OFSS for deposit.
Maintain and update the Contract Balance worksheet weekly.
PERSONNEL MANAGEMENT
Acts as an OTS Representative/Liaison to Human Resource Management and OTS Administration and Operations 45+ Staff (Directors, Managers, Supervisors and all remaining IT personnel) on behalf of the IT Statewide Administrator 1 (CFO). Process Personnel Actions. Maintains confidential personnel files. In this capacity, performs the following duties:
Receives, interprets and distributes to management all Civil Service, DOA, and OTS policies and procedures relative to human resources matters. Responsible for distribution of pertinent information to all employees.
Processes all personnel transactions in accordance with DOA Employee Administration, Human Resources and OTS rules and regulations. Reviews all personnel action requests submitted through 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 employees by answering any questions concerning personnel matters and providing assistance in completing change forms for any @type of insurance and submitting it to DOA Employee Administration group or Human Resources office for processing. Assists employees with employment problems and ensures that the agency is in compliance with Civil Service, DOA and other state/federal employment rules and regulations.
Prepares, maintains and provides management with a position log, specifies current status of all positions by position number, job title, and current incumbent and funding status.
Monitors employee performance evaluation system (PES) documents are completed in an accurate and timely manner to ensure compliance with DOA HR and Civil Service Rules. Advises management of any approaching deadlines that have not yet been met.
Works with the Chief Financial Officer 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 vacancy announcements, Civil Service circulars and all other pertinent materials are distributed for review by employees in all units of the organization. Assists 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 employees and conducts orientation relating to OTS safety and procedures.
Completes and submits OTS Staffing Request Form requesting to fill vacancies and new positions. Tracks for approval return to begin the listing process.
Requests necessary information, such as supplemental questions and listing timeframe from supervisory staff pertaining to position to create NeoGOV requisition. Acquires approvals, and then monitors all pending requisitions for the return of applicants after closing date. Requests applications from the system, prints and organizes applications for supervisory staff. Once Interviews are scheduled, updates information in NeoGov to reflect applicants chosen for interview, enters dates, times, and interview panel. Once an applicant is chosen for the position, updates information to reflect the decision and sends out notices to candidates not selected.
Schedules interviews, books interview space, and organizes interview documents for hiring supervisors. Creates and tracks past and current position interviews.
Gathers information, creates Conditional Offer of Employment for selected candidate, corresponds with candidate throughout process requesting information, such as transcripts and prior employment verification documents, and provides updates on the status of the approval process. Prepares 6.5g hiring above minimum packet when needed. Monitors the status of approvals, reaches out as needed to those in the approval chain regarding PAR to make sure it is moving thorough approvals in a timely manner.
Once PAR is complete, reach out to confirm the effective start date for the new employee and return to HR.
Coordinates the accurate completion of Exit of employees that are terminating or transferring; completes the necessary actions required by DOA/OTS/Louisiana Workforce Commission.
Completes and submits separation notice form to HR. Provides employee with separation form and advises on the process based on separation checklist to ensure the return of OTS property, completion of time entries in the system, return of access badge. Answers any questions they may have regarding the separation.
Completes LWC separation notice on LWC website once employee has separated.
Assist OTS management in ensuring that job descriptions are current and reflect actual job functions and duties.
Create and update position descriptions in PD Workflow.
New positions: Send request for the assigning of a temporary position number for a potential position. Once a temporary number is received, create a position description in PD Workflow. Gather necessary information from supervisory staff needed such as: subordinates information, costing and job duties. Creates or updates organizational chart to reflect the addition of new positions. Monitors the status of approvals, reaches out as needed to those in the approval chain regarding the position description to make sure it is moving through approvals in a timely manner.
Updating current positions: Monitors positions in OTS Administration section and Operations section for updates needed based on expiry dates (1 to 5 years), also updates as needed due to job duties changes, CPG conversion, and reorganization of OTS structure.
Maintains proficiency in usage of all applications and software as needed for the duties of this position. Completes and maintains proficiency in all OHR functions that may be required for this position. Remains abreast of HR policies and procedures.
Assist with training of new hire administrative support staff on Payroll, PD Workflow, Time administration, PARs, FMLA, and other required HR functions.
PAYROLL ADMINISTRATION
Responsible for all payroll related activities. Enters data into the online LaGov HCM Payroll System for all attendance and leave usage for the OTS Administration and Operations Staff.
Payroll Time Administrator - calculates, keys, audits and monitors, all aspects of the payroll system in regards to the OTS Admin and Operations sections.
Maintains time files and prepares for time file audits when necessary. Receives notice from an employee of need for FMLA. Follows procedure to verify employee is eligible based on years of service and hours worked within the past 12 months from the beginning of FMLA request. Creates Notice of Eligibility and CHC documents and sends them to employees along with general information regarding the FMLA process.
Once quota is approved and FMLA leave dates begin, inputs FMLA quota coding into LaGov based on entries by employees. For employees on continuous leave, enters both employee coding and FMLA quota coding for the duration of their absence.
Notifies employees when quota is exhausted. Recreates paperwork if requested after a year's time frame.
May act as backup payroll time administrator for other OTS sections as needed.
OFFICE COORDINATOR
Responsible for coordinating the procurement of supplies and services. This includes the related activities listed below:
Serves as IT section coordinator with End User Computing, and or other appropriate IT units, to report problems, monitor problem resolution, and arrange services, such as user id requests and revocations, IT equipment changes, and request new equipment, etc. Tracking and monitoring of active leased Devices and initiating renewal of leased equipment as needed.
Acts as primary liaison to Buildings and Grounds. Contacts Buildings and Grounds for any maintenance or repair that is required within the office. Also, requests and tracks card access to the building, when prompted by supervisory staff.
OTS Telecommunications Coordinator - Receives, reviews, approves telecommunication requests for OTS. Coordinates modifications to existing telecommunications equipment, systems, or services. Coordinates the acquisition of new telecommunications systems or services.
Coordinate and ordering of office supplies and copier replenishments.
Retrieves OTS mail from PelicanPost multiple times per day, sorts and delivers mail to appropriate departments and/or employees.
Answers multiple telephone lines and receives calls related to the most sensitive and confidential matters and determines appropriate action to be taken. Handle the daily mail and route to appropriate departments. Assist Executive Staff Officer with safety as it relates to all office evacuations. Handle incoming/outgoing documents and route to appropriate internal sections in OTS, other state governmental offices and vendors, etc. Image documents and files as necessary. Help create and maintain OTS documents per request of high OTS executives.
Performs all other tasks, special projects, analysis, studies, and plans as directed. May act as a backup for personnel and payroll duties 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.
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. Applicants qualifying based on college training or receipt of a bachelor's 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. The selected candidate will be required to submit original documentation upon hire.
Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. A criminal history check may be conducted on 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.
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
Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.
As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:
Insurance Coverage More information can be found at https://info.groupbenefits.org/
Parental Leave- Up to six weeks paid parental leave
More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx
Holidays and Leave - State employees receive the following paid holidays each year:
New Year's Day
Martin Luther King, Jr. Day,
Mardi Gras,
Good Friday,
Memorial Day,
Independence Day,
Labor Day,
Veteran's Day,
Thanksgiving Day and Christmas Day.
*** Additional holidays may be proclaimed by the Governor
State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.
Retirement - State of Louisiana employees are eligible to participate in various retirement systems (based on the @type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to):
Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/Your\Retirement\System.mp4) to give you more detailed information about their system
Teacher's Retirement System of Louisiana (www.trsl.org),
Louisiana School Employees Retirement System (www.lsers.net), among others
01
Do you have experience with payroll processing/timekeeping? If so, how many years?
02
Do you have any experience with the State's job hiring processes? If yes, how many years of experience?
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CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.
1= I have no experience and/or am uncomfortable communicating effectively
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UD: Rate your ability to use data based on our definition: The ability to use relevant and valid data to inform a recommendation for action.
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the supplemental information above.
Louisiana State Civil Service, Louisiana, 70802
Phone
(866) 783-5462
Website
http://agency.governmentjobs.com/louisiana/default.cfm
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