ADMINISTRATIVE PROGRAM SPECIALIST A Print (https://www.governmentjobs.com/careers/louisiana/jobs/newprint/4852066) Apply  ADMINISTRATIVE PROGRAM SPECIALIST A Salary $3,127.00 - $6,136.00 Monthly Location Baton Rouge, LA Job Type Classified Job Number 55/50667299/APSA/02.28.25-CC Department DOTD-Engineering & Operations Division Section 55 Opening Date 02/28/2025 Closing Date 3/9/2025 11:59 PM Central + Description + Benefits + Questions Supplemental Information   Section 55 - Asst Sec Operations 55/50667299/APSA/02.28.25-CC About this Position: The incumbent of this position will serve as lead worker and perform functions as an Administrative Program Specialist A with a broad range of duties to include Traffic Operations Warehouse, Plant 276T Requisitioner, Contracts, Purchase Orders, Accounts Payable, Lacarte Travel and Purchase Cards, Section 45 Payroll. This position is located in the Engineering & Operations Business Office of the Department of Transportation and Development, and reports directly to the Administrative Program Manager 3. This position also performs administrative functions, with the presence of professional duties, in matters related to office and project administration for section related projects. The incumbent must be self-motivated and be able to perform duties independently with little or no supervision on a daily basis. The incumbent is expected to exercise a high degree of independent judgement and initiative in determining the approach/action to take in non-routine situations. While in official capacity, employee must possess an extensive knowledge of and comply with any applicable Louisiana and Civil Service Laws, Rules, and Regulations, as well as DOTD Policies and Procedures Manuals, and Directives, to report and document all accounting processes. Incumbent participates in DOTD structured training programs as appropriate and attends all continuing education classes/conferences deemed necessary to facilitate the performance of required tasks. Additionally, the incumbent is required to possess the following specialized knowledge, skills and abilities. + Must maintain vendor files and contracts according to fiscal year. + Must be proficiently skilled with a working knowledge of SAP including, but not limited to the following transactions: MIGO, MIR7, FV60, FV65, FBLIN, FBV2, FK03, ME2N, ME23N, ME2L, ML8 IN, and ZFTPBEC. + Proficient in Microsoft Office, (Excel, PowerPoint, Word), etc. + Must be skilled in typing, computer usage, well organized and must be able to communicate clearly. No Civil Service test scoreor assessment is required in order to be considered for this vacancy. AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING 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 Potential starting salary depends upon qualifications: $17.18/hr. to $25.45/hr. 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 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. * 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. Information on the Louisiana Workforce Commission, Louisiana Rehabilitation Services is available here (https://www.laworks.net/WorkforceDev/LRS/LRS\_Main.asp) . For further information about this vacancy contact: Tiffany Lambert Administrative Program Manager 3 225-935-0170 Minimum Qualifications 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 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 Job Duties and Responsibilities: 45% Fiscal Management Serves as initial point-of-contact for Section 45 Central Warehouse, Plant 276T. Confers with Department Procurement and Financial Services Sections to reconcile discrepancies as required. Creates and maintains vendor files by name with payable documents filed in alphabetical and chronological order. Incumbent receives, prepares and enters invoices from external vendors or contractors for payments on a daily basis; averaging over 1,000 invoices per month. Ensures accurate processing of all payables, which requires the ability to make decisions to ensure coding is consistent with the section’s budget allocation and section policy. Incumbent maintains role of requisitioner, must be accountable for accurate budget reporting by auditing expenditures prior to payment; confirming validity of charges to ensure proper coding; including but not limited to Cost Center, Commitment Item, Plant Maintenance Work Order, WBS Element, etc. Incumbent must ensure correct vendor name, remit to address, vendor number and quantity; reviews contract pricing issues; processes non-contract payables (FV60 'S) via ECC. Incumbent must track invoices and contract expiration dates to ensure that ongoing projects do not expire or run short of funding prior to work completion. Encumber funds in the Financial Systems. Monitor balances to ensure enough money is available and advising project manager of adjustments needed. Check and track invoices to ensure compliance with the contract; which include but not limited to the funds available and expiration date of contract and cost. Enters goods receipts via MIGO and reconciles invoice, goods receipt and purchase order (via ME23N). Processes payments in ECC via transaction codes MIR7 and FV60. Ensures invoice payments are processed within 48 hours of receipt and the necessary documents are scanned and electronically forwarded to Financial Services in a timely mariner. In the absence of the Administrative Program Manager 3, serves as secondary point-of-contact for vendors providing services. Serves as secondary point-of-contact for payroll, which includes processing payroll and making any corrections that are necessary to complete the payroll process. 35% Procurement Incumbent serves as the Procurement Agent for Sections 45, and is responsible for processing shopping carts via Confirming Purchase Orders in SRM utilizing eProcurement (SRM); requiring working knowledge of DOTD Procurement Policies and Procedures. Creates, revises, and maintains purchase orders for goods and services in accordance with DOTD Procurement Policies and Procedures. Prepares documentation for DOTD Purchasing to process change orders to Purchase Orders and Contracts as needed. Reviews request for appropriate authorization prior to inputting the information into SRM for review. Possesses working knowledge of product categories and related coding, as well as an understanding of cost center and commitment item codes. On a monthly basis, the incumbent audits and reconciles vendor and contract statements using ECC (FBL1N), ensuring accuracy of payment activity; works directly with vendor/contractor or OSUP, to address errors or omissions. Incumbent refers all lingering contract pricing and invoicing issues to DOTD Procurement using Complaint Form for DOTD Contracts for further review at the HQ’s level. Incumbent is required to prepare reports on a routine basis to assist supervisor in determining budgetary information on expenditures exceeding routing costs. Creates and maintains GL/Commitment Items in an Excel spreadsheet to ensure consistent coding. Responsible for ensuring accurate processing of all requisitions and purchase orders as assigned by the Administrative Program Manager 3. Serves as Property Coordinator responsible for Property Control Items (over $1,000). Assists with at least one physical inventory of all property control items annually. Process Equipment Transfer Movement form when necessary. 10% Records Management Incumbent serves as a direct liaison to vendors and fellow DOTD employees in other Business Offices, concerning payment information and/or discrepancies. Assist vendors with OSUP Registration process to ensure successful transition for new vendors, Works directly with supervisors, Section Heads, OSUP, Financial Services, Procurement, and/or Vendor and Contractor representatives to identify opportunities for improvement and process development to ensure successful administration of accounting processes. Manage and maintain permanent records on existing and completed projects, property control, reports, etc. Act as the File Retention Coordinator for the Business Office assuring all files are in compliance with state and federal mandates. Created and maintains vendor files by fiscal year and vendor name with payable documents filed in chronological order. Provides quality assurance for the copier, fax machine and printers so they are in good working order and, if needed, provide corrective maintenance. 5% Travel Incumbent has been trained in Travel card procedures, audits the monthly Bank of America process in Works and signs off for completion. Serves as the principal back-up for processing Travel Expense for the Business Office. Must possess a working knowledge of all applicable travel regulations as per the DOA, Department Travel Policy (PPM49). Ensures all policies are followed. Obtains necessary approval for the Travel expense Reimbursements. 5% Miscellaneous Duties May be required to perform other duties as necessary, including but not limited to emergency/disaster support activities. 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 Are you a permanent LA-DOTD employee? + Yes + No 02 Are you a probational LA-DOTD employee? + Yes + No 03 To ensure compliance with PPM #9, DOTD Nepotism Policy, please list the name and relationship with any immediate family members that are currently employed by the LA-DOTD. Please type "N/A" if there are no immediate family members? 04 Are you a current or former employee of the State of Louisiana? + Yes + No 05 If so, for which state agency(ies) do you/did you work and during what time period(s)? If not, indicate "NA". 06 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 + 2= I have limited experience or require assistance to communicate effectively + 3= I can communicate effectively + 4= I can communicate effectively and help others improve their communication 07 CE: Explain your rating by providing specific and relevant examples in the box below. 08 MAJ: Rate your ability to make accurate judgments based on our definition: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards. + 1= I have no experience and/or am uncomfortable making accurate judgments + 2= I have limited experience or require assistance to make accurate judgments + 3= I can make accurate judgments + 4= I can make accurate judgments and help others improve their ability to make accurate judgments 09 MAJ: Explain your rating by providing specific and relevant examples in the box below. 10 TCr: Rate your ability to think critically based on our definition: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion. + 1= I have no experience and/or am uncomfortable thinking critically + 2= I have limited experience or require assistance to think critically + 3= I can think critically + 4= I can think critically and help others improve their ability to think critically 11 TCr: Explain your rating by providing specific and relevant examples in the box below. Required Question Employer State of Louisiana Address For agency contact information, please refer to the supplemental information above. Louisiana State Civil Service, Louisiana, 70802 Phone (866) 783-5462 Website http://agency.governmentjobs.com/louisiana/default.cfm Apply Please verify your email addressVerify Email