ADMINISTRATIVE PROGRAM SPECIALIST-B

The Division of Administration/Office of Technology Services has a vacancy. This job title has an assigned pay grade of AS-614. This position is located in Operations. Req 226387

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.

The incumbent in this position is responsible for ensuring 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.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES: Accepting Direction: The ability to be open and willing to follow guidance or instructions. Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies. Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.

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 hurricanesFour years of experience in administrative services; OR

Six years of full-time work experience in any field plus one year of experience in administrative services; OR

A bachelor's degree plus one year of experience in administrative services; OR

An advanced 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. The official job specifications for this role, as defined by the State Civil Service, can be found here.Job Duties: OTS Fleet Coordinator Compile driving records on employees needing authorization to drive a state vehicle or on state business. Verify if the employee has completed the Defensive Driving Training and that it is up to date. If all requirements are met, recommend approval for employees to drive a state vehicle. Compile the DAMV-3 mileage logs for all OTS units. 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. Recommend approval of fuel bills for payment and send to Accounts Payables. Enter the DAMV-3 information monthly into the LPAA (FA-7) system for State Fleet. Perform inspections on OTS units to ensure the safety of the employees and units. Monitor the OTS units to ensure that maintenance is performed. Recommend approval on all repairs and maintenance for all OTS units. Complete and send the DAM V-7 report to LPAA monthly. Issue PIN numbers for Fueltrac through an online account. Cancel PIN numbers when employees leave OTS. Recommend approval for mileage reimbursement for employees that use their personal vehicles on state business. Collect information and Police reports on accidents involving state owned units. Recommend approval for 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.

OTS Property Assist manager with conducting annual inventory of all OTS approximate 10,000 properties. Perform a walk-through of multiple state agencies across the State of Louisiana to identify all tagged information technology and telecommunication equipment items to ensure they are identified. If any property is not located, it is listed as unlocated for three years with LPAA and then removed from the inventory. Assist manager with tagging all property with a cost of $1,000 or more and enter property on the LPAA (FA-7) inventory system within 60 days of receipt or acceptance. Tag all property with a cost of $1,000 or less and enter property on the OTS management system within 60 days of receipt or acceptance. Enter Transfer Request for surplus property the agency no longer needs or uses. Schedule pick up or delivery of surplus property with LPAA. Enter and update property location codes used for inventory. 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.

OTS Safety and Loss Prevention Officer Assist manager in conducting quarterly Safety inspections of the OTS facility 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 walk-through of OTS, check all departments, break room, restrooms and conference rooms to ensure the safety of everyone. Assist in Self Audits as required by ORM. Prepares quarterly Exposure Reports to OTS IT Manager ORM online. Receive accident reports and investigate the accident. Work with other OTS department Directors to ensure that all departments are following the OTS Safety and Loss Prevention Manual.

Other duties as needed and/or directed by the Manager, Director, State CIO or his designee.

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.

Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

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.

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.

• Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education).

For further information about this vacancy, contact: Danielle Martin HR Analyst Division of Administration/Office of Human Resources email: [email protected]