Administrative Program Specialist A/B

Posting number: 418-223855-JAS

Department: DPS-Office of Management & Finance

Job classification: ADMINISTRATIVE PROGRAM SPECIALIST-A

Posting type: Open & Promotional

Categories: Clerical & Data Entry, Miscellaneous, Customer Service, Records Management, Office and Administrative Support, Database Administration, Audit

Summary

At Department of Public Safety – Office of Management and Finance (DPS-OMF) our mission is to provide effective management and support services in an efficient and professional manner to all agencies within the Department of Public Safety - Public Safety Services and to public and private entities.

We’re looking for an Administrative Program Specialist A/B within the Financial Services section at DPS-OMF. The Administrative Program Specialist supports the administration of the Supplemental Pay program by reviewing applications for eligibility, maintaining accurate payment and applicant records, and ensuring records and correspondence are processed and maintained in accordance with applicable policies and procedures.

An ideal candidate should possess the following competencies:

Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.

Focusing on Customers: The ability to serve the needs of those who support and/or rely on the services provided.

Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.

Selected Core 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. Examples of dutiesThree 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. QualificationsThe official job specifications for this role, as defined by the State Civil Service, can be found here. Supplemental information

Job Duties:  

• Review applications for required documentation and determine eligibility in accordance with applicable state regulations, policies, and guidelines.
• Coordinate with local police departments and applicants to obtain missing information and forward eligible applications for Board approval.
• Maintain spreadsheets tracking Board and Act 110 approvals.
• Enter applications and Act 110 backpay payments into the Supplemental Pay System and process name, address, and bank account changes.
• Monitor bank return and NOC reports, obtain corrected deposit information, update system records, and notify recipients of completed corrections.
• Respond to Supplemental Pay inquiries and assist with monthly reconciliations.
• Prepare monthly warrant packages and process incoming warrants, correspondence, applications, mail, and faxed documents.
• Route documents to appropriate staff and maintain audit trails by recording receipt dates.
• Maintain accurate Supplemental Pay payment records in the Probill database, process checks and deposits, and prepare required quarterly reports.
• Maintain Supplemental Pay records in accordance with retention requirements and perform other duties as assigned.

Position-Specific Details:

Appointment Type:  Probational or Promotional

Career Progression: This position may be filled as an Administrative Program Specialist A or B 

Work Schedule: Work hours are 8:00 AM to 4:30 PM, Monday - Friday.

Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals 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 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. Applications may be rejected if incomplete.

Contact Information:

For further information about this vacancy, contact:

Joel Sunsin

DPS/Human Resources/Human Resources Analyst B

7979 Independence Blvd. Ste 201 

Baton Rouge, LA, 70808

Ph: 225-925-6068