Administrative Program Specialist-B (Inventory Specialist)Print (https://www.governmentjobs.com/careers/louisiana/jobs/newprint/4737728) ApplyAdministrative Program Specialist-B (Inventory Specialist)Salary $3,186.00 - $6,252.00 MonthlyLocation Baton Rouge, LAJob TypeClassifiedJob NumberOTS 112124B ERGDepartmentDivision of Administration-Office of Technology ServicesOpening Date11/21/2024Closing Date12/1/2024 11:59 PM Central
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Supplemental InformationThe 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 the Operations section. Req. 202450 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. AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING 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 trainingMaking Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards. A criminal history check may be conducted on all new hires as well as 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. 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. Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. Applicants qualifying based on college training or receipt of a baccalaureate 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 or faxed to (225) 219-1041. The selected candidate will be required to submit original documentation upon hire. 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 Minimum QualificationsMINIMUM QUALIFICATIONS:A baccalaureate degree plus one year of professional level experience in administrative services.SUBSTITUTIONS:Six years of full-time work experience in any field may be substituted for the required baccalaureate degree.Candidates without a baccalaureate degree may combine work experience and college credit to substitute for the baccalaureate degree as follows:A maximum of 120 semester hours may be combined with experience to substitute for the baccalaureate degree.30 to 59 semester hours credit will substitute for one year of experience towards the baccalaureate degree.60 to 89 semester hours credit will substitute for two years of experience towards the baccalaureate degree.90 to 119 semester hours credit will substitute for three years of experience towards the baccalaureate degree.120 or more semester hours credit will substitute for four years of experience towards the baccalaureate degree.College credit earned without obtaining a baccalaureate degree may be substituted for a maximum of four years full-time work experience towards the baccalaureate degree. Candidates with 120 or more semester hours of credit, but without a degree, must also have at least two years of full-time work experience to substitute for the baccalaureate degree.NOTE:Examples of professional administrative service fields include: Accounting, Financial Auditing, Budget work, Contract/Grants work, Human Resources/Personnel, Information technology, Insurance, Purchasing/Procurement, Quality assurance, Records management, Risk management, and Safety. In the area of wholesale/retail sales, we will also accept store managers, business managers, regional sales managers, or district sales managers as experience in administrative services.NOTE: Any college hours or degree must be from an accredited college or university.Job ConceptsFunction of Work:To perform responsible, administrative functions in support of an organizational unit.ORTo manage a specialized departmental or statewide program.Level of Work:Experienced.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 Program SpecialistA by the presence of a moderate degree of complexity, impact, or independence in assigned duties and program areas.Differs from Administrative SpecialistC by the absence of a higher degree of complexity, impact, or independence in assigned duties and program areas.Examples of WorkThe 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 ensure 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.Job Duties30% OTS Fleet Coordinator - Work with OTS executive staff to create policy's for OTS fleet vehicles. Ensure that records are compile on employees needing authorization to drive a state vehicle or on state business. Work with safety staff to verify all OTS employees have completed the Defensive Driving Training and that it is up to date. If all requirements are met, approve the employees to drive a state vehicle or on state business. Ensure that the DAMV-3 mileage logs for all OTS units are compiled. 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. Approve fuel bills for payment and send to Accounts Payables. Perform inspections on OTS units to ensure the safety of the employees and units. Monitor the OTS units ensure that maintenance is performed. Approve all repairs and maintenance for all OTS units. Complete and send the DAMV-7 report to LP AA monthly. Issue PIN numbers for Fueltrac thru an online account. Cancel PIN numbers when employees leave OTS. Approve mileage reimbursement for employees that use their personal vehicles on state business. Collect information and Police reports on accidents involving state owned units. Approve 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.30% OTS Property Management - Work with OTS executive staff to create policy's for OTS property management. Ensure that statewide inventory is conducted annually on all OTS property. Ensure that any un-located property, is listed as un-located for three years with LPAA and then removed from the inventory. Work with OTS staff statewide to tag all property with a cost of $1 ,000 or more and ensure property is entered into the inventory system within 60 days of receipt or acceptance, this process also includes property of $1,000 or less. Enter Transfer Request for surplus property the agency no longer needs or uses. Schedule pick up or delivery of surplus property with LP AA. Enter and update property location codes used for inventory. Create procedures to 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.20% OTS Records Retention Management - Work with all OTS departments to ensure that the OTS has record retention schedules on file with Secretary of State. Receive record destruction requests from OTS departments to have files shredded. Complies Records Destruction Form and sends to Secretary of State Office for approval. Receive approval from Secretary of State and issues the approval for employees to shred files approved for destruction. Receive requests to have files microfilmed. Schedule with Secretary of State to have the files microfilmed. Oversee the files being picked up by Secretary of State for microfilming. Reconcile bills from Secretary of State for microfilming of files. Approve bills from Secretary of State microfilming for payment. Receive and direct microfilm coming in from Secretary of State to the proper departments.15% OTS Safety and Loss Prevention Officer - Review and update the OTS Safety and Loss Prevention Manual. Ensure that quarterly Safety inspections of the OTS facility are conducted 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 walkthrough of OTS, check all departments, break room, restrooms and conference rooms to ensure the safety of everyone. Perform Self Audits as required by ORM. Submit quarterly Exposure Reports to ORM online. Receive accident reports and conduct an investigation into the accident. Investigate to determine the true cause of the accident and if there was an unsafe condition. Work with other OTS department Directors to ensure that all departments are following the OTS Safety and Loss Prevention Manual.5% Other duties as needed and/or directed by State CIO or his designee.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 leaveMore information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspxHolidays 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 GovernorState 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/YourRetirementSystem.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
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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
2= I have limited experience or require assistance to communicate effectively
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4= I can communicate effectively and help others improve their communication
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DE: Rate your ability to display expertise based on our definition: The ability to exhibit specialized skills or knowledge gained from experience or training.
1= I have no experience and/or am uncomfortable displaying expertise
2= I have limited experience or require assistance to display expertise
3= I can display expertise
4= I can display expertise and help others improve their ability to display expertise
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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
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AgencyState of LouisianaAddressFor agency contact information, please refer tothe supplemental information above.Louisiana State Civil Service, Louisiana, 70802Phone(866) 783-5462Websitehttp://agency.governmentjobs.com/louisiana/default.cfmApplyPlease verify your email addressVerify Email
