Program Manager 1B (Deputy Business Operations Manager)Print (https://www.governmentjobs.com/careers/louisiana/jobs/newprint/4754084) ApplyProgram Manager 1B (Deputy Business Operations Manager)Salary $5,119.00 - $10,038.00 MonthlyLocation Statewide, LAJob TypeClassifiedJob NumberOPH/CSH/203574DepartmentLDH-Office of Public HealthOpening Date12/09/2024Closing Date12/15/2024 11:59 PM Central
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Supplemental InformationThe Louisiana Department of Health is dedicated to fulfilling its mission through direct provision of quality services, the development and stimulation of services of others, and the utilization of available resources in the most effective manner.LDH serves as a model employer for individuals with disabilities.This position is located within the Louisiana Department of Health / Office of Public Health / Bureau of Nutrition Services This position will be filled inEast Baton RougeorOrleans ParishAnnouncement Number: OPH/CSH/203574Cost Center: 3262107630Position Number(s): 50590670This vacancy is being announced as a Classified position and may be filled as a Probationary appointment.No Civil Service test scoreis required in order to be considered for this vacancy.APPLICANTS WITH THE BELOW PREFERRED QUALIFICATIONS ARE HIGHLY DESIRED:
Master’s degree in business administration, public administration, and/or related field
Relevant certifications in procurement, contract management, and/or financial analysis are advantageous
At least four years of experience in program management & personnel supervision, financial analysis, and/or business operations, preferably within public health or governmental organizations
Strong understanding of federal and state regulations related to procurement, financial management, and public health, including USDA guidelines and OMB regulations
Experience in compliance with state and federal auditing standards and participating in audits and evaluations
Proficient in preparing timely responses to communications and requests from various entities
Exceptional organizational and time management skills
Produces high quality content with an eye for detail
Ability to work independently, prioritize multiple job demands, and problem solve
Demonstrated success working with a diverse team
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.A resume upload willNOTpopulate your information into your application. Work experience left off your electronic application or only included in an attached resume is not eligible to receive creditFor further information about this vacancy contact:Casey HickmanCasey.Hickman@la.govLDH/HUMAN RESOURCESBATON ROUGE, LA 70821225 342-6477This organization participates in E-verify, and for more information on E-verify, please contact DHS at 1-888-464-4218. Minimum QualificationsMINIMUM QUALIFICATIONS:A baccalaureate degree plus four years of professional level experience in administrative services, economics, public health, public relations, social services, health services, or surveying and/or assessing health or social service programs or facilities for compliance with state and federal regulations.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.Graduate training with eighteen semester hours in one or any combination of the following fields will substitute for a maximum of one year of the required experience on the basis of thirty semester hours for one year of experience: public health; public relations; counseling; social work; psychology; rehabilitation services; economics; statistics; experimental/applied statistics; business, public, or health administration.A Juris Doctorate will substitute for one year of the required experience.A master's degree in public health; counseling; social work; psychology; rehabilitation services; economics; business, public, or health administration will substitute for one year of the required experience.Graduate training with less than a Ph.D. will substitute for a maximum of one year of the required experience. A Ph.D. in public health; counseling; social work; psychology; rehabilitation services; economics; business, public, or health administration will substitute for two years of the required experience.NOTE:Graduate training will substitute for a maximum of two years of the required experience.NOTES:Health services include all services dealing with the diagnosis and treatment of disease, or the promotion, maintenance and restoration of health for sick or injured individuals.Examples of public health jobs include sanitarian, public health engineer and public health epidemiologist.NOTE:Any college hours or degree must be from an accredited college or university.Job ConceptsFunction of Work:To administer small and less complex statewide health or social service program(s)Level of Work:Manager.Supervision Received:Broad direction from a higher-level manager/administrator.Supervision Exercised:Supervision over lower-level position(s) in accordance with the Civil Service Allocation Criteria Memo.Location of Work:Department of Health and Hospitals; Human Services Districts as established; and other social service entities as established by an approved DSCS Allocation Criteria Memorandum.Job Distinctions:Differs from Program MonitorDHH and Program Monitor SupervisorDHH by the presence of responsibility for managing small and less complex statewide program(s).Differs from a Program Manager 1-ADHH by the presence of supervisory responsibility.Differs from a Program Manager 2DHH by the absence of responsibility for managing medium size and moderately complex statewide program(s).Examples of Work15% Internal Audit Management
Develops Bureau’s internal audit plan and oversees the development and enforcement of internal audit standards, policies, and procedures to be implemented by audit staff for BONSwor
Coordinates the development of policies and procedures for the internal auditing of financial functions for the Bureau
With the BONS Compliance Manager, interprets laws, rules, and regulations which will impact internal auditing practices in the Bureau and ensures compliance with all mandated changes
Coordinates with the BONS Compliance Manager to resolve internal audit findings and develop reports of findings with conclusions and resolutions for the Director, Business Operations Manager, and other appropriate state authorities when necessary
40% Contracts/Procurement Management
Manages the drafting of contracts, cooperative endeavor agreements, and memoranda of understanding for BONS programs
Ensures robust and organized contract monitoring processes
Oversees the monitoring of sub-recipients and ascertaining that all fiscal, compliance, and programmatic responsibilities are fulfilled including but not limited to monitoring sub-recipient reporting, recordkeeping, and internal operation and accounting control systems
Develops protocols and procedure manuals for direct reports to utilize in contract and sub-recipient monitoring
Communicates and consults directly with Division of Administration Office of State Procurement staff, accountants at LDH Division of Management and Finance, LDH Legal, OPH Administration and Finance staff, BONS program and management personnel, contractors, and vendors for the purpose of providing information and technical assistance to resolve problems
Receives and processes certain procurement purchasing requests from program management and staff
Provides extensive oral and written suggestions and recommendations for improving the Bureau’s contract processes and overall operations
Develops standard forms, processes, and protocols for the collection and distribution of lease, contract, and agreement information and other documents
Oversees the processing of leases, contracts, and agreements
Attends and participates in professional group meetings
Stays abreast of new contract procedures, trends, and innovations in the field of contract compliance
Provides and/or coordinates contractor compliance training for staff and vendors
20% Business and Program Integrity
Maintains up-to-date knowledge of USDA regulations relative to WIC and CSFP financial operations and program integrity efforts
Maintains up-to-date knowledge of program rules and requirements as found in other federal laws, regulations, and policies, the Louisiana Revised Statutes and the Louisiana Administrative Code, and WIC and CSFP policies and procedures
Effectively administers and provides strategic direction on all assigned activities, which includes developing short/long term goals, making recommendations for updates to policies and procedures, and completing deliverables within established timeframes/deadlines
Assists with the annual process to identify updates and changes to relevant sections of the WIC and CSFP State Plans to address federal regulation changes and to accomplish WIC and CSFP’s strategic plans and objectives
With the BONS Compliance Manager, performs regular internal reviews of state agency operations, processes, and procedures to ensure overall program effectiveness and adherence to federal and state regulations and guidelines
Identifies and reports areas where finance, audit, and procurement policies and procedures are unclear, not followed, and/or need improvement to Business Operations Manager
Prepares and provides data as requested for management evaluations, audits, and quality assurance reviews in a timely manner
Works collaboratively with finance and audit management staff responsible for data management and integrity to assist in the application of data analysis to improve program services and operations
Ensures business operations files contain complete, accurate, and up-to-date information as required by the USDA and State Agency document retention schedules
Provides weekly updates via email and a monthly written report to Business Operations Manager relative to program activities
Maintains the confidentiality of financial and audit documentation as required by program policy
Provides data as requested to assist in program policy/procedure development and implementation
Keeps abreast of WIC and CSFP Program rules and regulations and makes policy recommendations to meet changes in program requirements
Maintains an ongoing awareness of OPH/BON’s overall strategy, government and social conditions, and trends to ensure appropriate responses to changes in policies
Responds proactively to audit findings, programmatic challenges, and issues
10% Administration Management and Office Operations
Supports Business Operations Manager in the effective flow of work between programs and sections in the Bureau
Ensures routine day-to-day work is managed efficiently and that effective office systems are established, maintained, and regularly reviewed
Establishes measurable standards for all office functions
Assists BONS leadership in the development of human resource training for staff
Ensures all departmental required trainings for staff and contractors/vendors are monitored and tracked
Ensures orientation and other program operation manuals are updated
Assists the Business Operations Manager in the production of financial reports and development of tracking tools to monitor and track program spending
Contributes to the development of financial policies and procedures
Assists in the preparation of program-related budget requests as assigned
Works closely with Business Operations Manager to monitor BONS performance against business objectives and targets
Provides on-going consultation and technical assistance to professional and support staff on financial and other business operations issues
10% Supervision
Recruits, interviews, hires, and manages all direct reports
Defines roles, assigns and monitors work of direct reports in order to achieve the overall goals of the Business Operations Section and BONS overall
Routinely audits work delegated to direct reports for completeness and accuracy
Conferences individually with direct reports on a routine basis to ensure the provision of clear guidance and support, address general operations, and problem solve as needed
Ensures a competent workforce and continuous staff development for all direct reports by providing opportunities for in-house training and other appropriate staff development training
Evaluates performance and conducts PES planning and review sessions for direct reports according to the established timelines
Manages and certifies time and attendance ensuring direct reports are maintaining productive work schedules, coding time correctly and to the appropriate reporting category, and requesting leave according to policy and procedure
Addresses key person dependencies and establishes backup coverage to ensure operations continue uninterrupted at all times
Counsels, develops and monitors supervisory plans, and recommends disciplinary action where appropriate
5% Other
Performs other duties not listed above but necessary for the effective operation of BONS
Participates in continuing education by attending in-services, workshops, and conferences at local, state, regional and national levels to maintain current knowledge of required areas
Fulfills obligation for State’s emergency preparedness and response efforts as assigned during an emergency and assists impacted clinics/vendors/local agencies to assure they are back in operation as soon as possible following the event
Travel as required to complete tasks associated with the effective operation of BONS
Maintains a working knowledge of policies and procedures relative to the Louisiana Department Health, State Travel, and State Procurement
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
01
Do you have at least four years of experience in program management, financial analysis, or business operations?
Yes
No
02
Do you have experience in management and supporting staff in financial and procurement management practices and procedures? If yes, please describe your experience. Write N/A if the answer is "No".
03
Do you have experience in the Louisiana state financial and procurement systems (LaGOV, LESA, LaPAC, LA eCAT, etc.) ? If yes, please describe your experience. Write N/A if the answer is "No".
Required Question
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
