Job Information
Louisiana Department of State Civil Service Administrative Program Manager 2 in New Orleans, Louisiana
Administrative Program Manager 2
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Administrative Program Manager 2
Salary
$3,410.00 - $6,689.00 Monthly
Location
New Orleans, LA
Job Type
Classified
Job Number
OPH/AS/204804
Department
LDH-Office of Public Health
Opening Date
01/24/2025
Closing Date
2/3/2025 11:59 PM Central
Description
Benefits
Questions
Supplemental Information
The 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.
About this position:
This position is located within the Louisiana Department of Health / Office of Public Health / Bureau of Family Health / Orleans Parish
Announcement Number: OPH/AS/204804
Cost Center: 3262107620
Position Number(s): 50589156
This is a promotional opportunity open only to classified employees with permeant status with Louisiana Department of Health.
No Civil Service test scoreis 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.
A resume upload will NOT populate your information into your application. Work experience left off your electronic application or only included in an attached resume is not eligible to receive credit
For further information about this vacancy contact:
Angela Selders
angela.selders@la.gov
LDH/HUMAN RESOURCES
BATON ROUGE, LA 70821
225 342-6477
This organization participates in E-verify, and for more information on E-verify, please contact DHS at 1-888-464-4218.
Minimum Qualifications
MINIMUM QUALIFICATIONS:
Five years of experience in administrative services; OR
Six years of full-time work experience in any field plus two years of experience in administrative services; OR
A bachelor's degree plus two years of experience in administrative services; OR
An advanced degree plus one year of experience in administrative services.
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.
Job Concepts
FUNCTION OF WORK:
To manage administrative program areas and support functions for an organizational institution, office, or department.
LEVEL OF WORK:
Manager.
SUPERVISION RECEIVED:
Broad from an agency administrator or manager of a higher-level.
SUPERVISION EXERCISED:
Direct over 2 or more lower-level positions.
LOCATION OF WORK:
May be used by all agencies.
JOB DISTINCTIONS:
Administrative Program Manager jobs within this job series differ by a combination of independence, organizational control, complexity, and scope.
Administrative Program Manager 2 positions differ from those allocated to the job of Administrative Program Director 2 by the absence of directing administrative programs and support functions and by the supervision exercised.
Examples of Work
Any level of this series may involve two-to-twenty administrative functions, such as; human resources, purchasing, information technology, inventory, property control, accounting, safety, risk management, records management, security, inventory, mail operations, contracts/grants, insurance and budget.
The Bureau of Family Health (BFH) is part of the Louisiana Department of Health, Office of Public Health (OPH), and works to promote the health of women, children and families in every stage of life. The Bureau administers the state’s Title V Maternal and Child Health Block Grant program, the Title X Family Planning program, and multiple other programs, projects, and initiatives designed to monitor and improve the health of pregnant women, babies, children, teens and adults, and individuals with special needs. BFH’s mission is to elevate the strengths and voices of individuals, families, organizations, and communities to catalyze transformational change to improve population health and achieve equity.
This position serves as the Administrative Program Manager 2 for the Bureau on the Finance and Operations team. This position requires above average knowledge of MS Office Suite and high-level proficiency in Excel; ability to maintain numerous tracking spreadsheets; quick thinking; and capability to translate information/queries/request for programmatic data into accurate, error free timely responses. Supervision is received from the BFH Program Manager 1B Business Operations Manager.
Responsibilities:
30% Purchasing/Travel Management
Oversee Administrative Staff responsible for procurement and purchasing for the Bureau. Maintains knowledge of all LDH Travel Policy Trains subordinate staff on LDH purchasing and travel procedures and protocol. Prepares and submits designated Board and Commission Member travel reimbursement. Pre-approves and reviews all purchasing/travel card transactions for adherence to federal grant policy and procedures. Approves over 300 purchasing card and over 1200 travel card transactions annually for 60 BFH staff and 10 Board Members per year; Reviews and approves 250 purchase orders via LaGov system annually. Reviews cost center, general ledger code, and WBS element assignment and adequate documentation for each transaction. Trains subordinate staff on complex procurement systems including LaGov, Sharepoint or other platforms as designated. Reviews all necessary purchasing documentation and justifications.
30% Quality Assurance and Record Management
Maintains BFH Travel and purchasing procurement reports and invoice logs. Maintains organized, up-to- date paper and electronic data systems that record key expenditure transaction information for purchasing and travel. Reviews request for proper expenditure coding. Ensures travel and purchasing expenditure logs are tracked, maintained and reconciled for all BFH staff. Conducts annual reviews of purchasing and travel credit card limits and makes recommendation to Operations Manager on purchasing care credit limits and purchasing staff training needs. Advises Operations Manager of procurement and travel budget status, questionable project charges and/or errors. Reviews all documents in accordance with accounting standards before they are presented to the Operations Manager for signature. Supervises the administration of digital or paper records, regardless of format. Records management activities include the creation, receipt, maintenance, use and disposal of records.
30% Property Inventory and Procurement
Responsible for oversight and management of the BFH annual property inventory and procurement for over 2000 pieces of equipment Bureau wide for state employees and contract employees; Maintains procurement knowledge base and ensures recovery of assets during annual property inventory; Reviews
paperwork submitted to risk management and LPAA claims. Assist in the development of internal Bureau property inventory policy and procedure manuals. Ensures assets are sanitized and submitted for surplus as needed.
5% Other Administrative Office Operations
Develops BFH Standard Operating Procedure Manual and updates annually that complies with the standards established by the Business Operations Manager. Performs complex, specialized duties that requires independent judgment in supporting the program and staff members. Ensures all Safety protocols are established and followed. Alerts BFH Director and Managers to high priority mail, e-mail, correspondences and phone calls. Serves as the primary contact to all BFH staff members and other OPH personnel involved in BFH Section matters. Ensures office operates efficiently. Ensures phone and e-fax coverage are maintained. Screens telephone calls, visits, and incoming correspondences from public officials, state, national, and federal agencies and other OPH staff. Perform other related duties and tasks not out lined above but which are necessary for optimal service in BFH. Attends seminars, workshops, in- service training, and other continuing education programs as required and approved by the supervisor.
5% Supervision and active management
Oversee all staff responsible for administrative operations of the Bureau. Mentor and develop staff under supervision, manage work allocations, system training, performance evaluations, and building of an effective and efficient team dynamic. Complete performance evaluation and planning within prescribed deadlines; develop performance expectations that are justifiably job related, measurable, and attainable; evaluate performance objectively; discuss performance with subordinates as necessary; address poor performance or areas for improvement more often than at the annual performance review; and ensure office priorities are accurately and adequately addressed in employee’s performance evaluation.
REQUIREMENTS:
• MINIMUM QUALIFICATIONS: A baccalaureate degree plus two years of professional level experience in administrative services.
• Strong time management and prioritization skills.
Any level of this series may involve two-to-twenty administrative functions, such as; human
resources, purchasing, information technology, inventory, property control, accounting, safety,
risk management, records management, security, inventory, mail operations, contracts/grants,Selected
Preferred Competencies:
Acting Decisively: The ability to make decisions quickly and effectively.
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.
Managing Conflict:The ability to recognize and navigate disagreements in a rational, unbiased, and productive way.
Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
Managing the Employee Lifecycle: The ability to manage the recruitment, hiring, onboarding, performance, development, retention, and succession of employees.
Navigating Organizations: The ability to identify what an organization values and how decisions are made to
accomplish strategic goals.
Solving Problems:The ability to discover solutions to problems.
Training Others: The ability to facilitate the acquisition of work-related knowledge and skills in an effort to .improve employee performance.
Any level of this series may involve two-to-twenty administrative functions, such as; human
resources, purchasing, information technology, inventory, property control, accounting, safety,
risk management, records management, security, inventory, mail operations, contracts/grants, insurance and budget.
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 leave
More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx
Holidays 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 Governor
State 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/Your_Retirement_System.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
NO: Rate your ability to navigate organizations based on our definition: The ability to identify what an organization values and how decisions are made to accomplish strategic goals.
1= I have no experience and/or am uncomfortable navigating organizations
2= I have limited experience or require assistance to navigate organizations
3= I can navigate organizations
4= I can navigate organizations and help others improve their ability to navigate organizations
02
NO: Explain your rating by providing specific and relevant examples in the box below.
03
SP: Rate your ability to solve problems based on our definition: The ability to discover solutions to problems.
1= I have no experience and/or am uncomfortable solving problems
2= I have limited experience or require assistance to solve problems
3= I can solve problems
4= I can solve problems and help others improve their ability to solve problems
04
SP: Explain your rating by providing specific and relevant examples in the box below.
05
TO: Rate your ability to train others based on our definition: The ability to facilitate the acquisition of work-related knowledge and skills in an effort to improve employee performance.
1= I have no experience and/or am uncomfortable training others
2= I have limited experience or require assistance to train others
3= I can train others
4= I can train others and help others improve their ability to train others
06
TO: Explain your rating by providing specific and relevant examples in the box below.
Required Question
Employer
State of Louisiana
Address
For agency contact information, please refer to
the supplemental information above.
Louisiana State Civil Service, Louisiana, 70802
Phone
(866) 783-5462
Website
http://agency.governmentjobs.com/louisiana/default.cfm
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