Administrative Program Specialist A

The Office of the State Public Defender has a vacancy. This job title has an assigned pay grade of AS-613. The Office of the State Public Defender (OSPD) regulates the delivery of legal services for indigent persons accused of crimes through dedicated, well-trained, and talented public defenders and support staff in all 64 parishes. This position provides administrative and programmatic services in the management of statutorily mandated and agency-established programs. Responsibilities include payroll, purchasing/procurement, fleet/property, travel, and general office administration. This position must maintain a current safe driver certification at all times, complete mandatory training in LaGov and other certification programs necessary to fulfill the duties of the position. Advanced computer/technical and organizational skills, the ability to handle confidential information, and the capacity and confidence to work independently are required. AN IDEAL CANDIDATE SHOULD POSESS THE FOLLOWING COMPETENCIES: • **Accepting Direction:** The ability to be open and willing to follow guidance or instructions. •**Demonstrating Accountability:** The ability to take ownership of actions, behaviors, performance, decisions, and outcomes. •**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. 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. The official job specifications for this role, as defined by the State Civil Service, can be found [here](https://apps01.civilservice.louisiana.gov/onestopjobinfo/DisplayJobSpec.aspx?JobCode=168090).Job Duties: - Providing reception service and frontline phone management, when necessary - Researching and arranging staff lodging - Obtaining annual authorized travel status for staff and maintaining travel records for audits - Working with vendors to resolve discrepancies or other issues (i.e., invoicing, taxes, prices, prohibited fees/expenses) - Receiving, documenting, and routing general office invoices for payment - Logging, reviewing, and submitting LAWS invoices for payment - Managing the agency's bi-weekly payroll actions, including: ensuring prompt and accurate input of employee hours; reviewing all required supporting payroll documentation; maintaining agency timekeeping records pursuant to the Cross Application Time Sheet (CATS) and office rules, protocols, and policies - Training in and use of the LPAA and LaGov (ECC) property/inventory system to effectively: maintain agency property inventory and surplus logs; meet mandatory reporting deadlines - Maintaining vehicle registrations, inspections, basic maintenance, roadside assistance and roadside assistance contacts, repair and maintenance logs; submitting and maintaining mandatory state vehicle reporting; - Reconciling monthly FuelTrac (Voyager) account billing and reconciliations; maintaining individual vehicle usage mileage reports for quarterly reporting; conducting monthly vehicle inspections - Maintaining vehicle reservation calendar; providing executive staff with ready/available vehicles for agency travel - Maintaining purchase/expenditure documentation - Working with vendors to resolve purchase or expenditure issue/discrepancies - Reconciling P-Card purchases pursuant to state and agency rules, regu…