The Division of Administration/Office of Technology Services (Office of Operations) has a vacancy. This job title has an assigned pay grade of AS-613. (Req. #122686)
This vacancy will be filled by new hire or by promotion of a current permanent status classified employee.
Applicants must have Civil Service test scores for 8500-Office Support Exam in order to be considered for this vacancy unless exempted by Civil Service rule or policy. If you do not have a score prior to applying to this posting, it may result in your application not being considered.
Applicants without current test scores can apply to take the test here.
Louisiana is a State as a Model Employer for People with Disabilities.
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.
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 a completed application. You must include all relevant education and experience on your official State application.
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:
Division of Administration/Office of Human Resources
Four years of experience in which clerical work was a major duty.
Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.
Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.
College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.
Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.
Any college hours or degree must be from a school accredited by one of the following regional accrediting bodies: the Middle States Commission on Higher Education; the New England Commission of Higher Education; the Higher Learning Commission; the Northwest Commission on Colleges and Universities; the Southern Association of Colleges and Schools; and the Western Association of Schools and Colleges.
Function of Work:
To serve as the special assistant to a classified/unclassified executive or high-ranking classified administrator.
Employees perform duties independently and exercise a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations.
Level of Work:
General from a classified/unclassified executive or high-ranking classified administrator.
May supervise 1-2 lower-level personnel.
Location of Work:
May be used by all state agencies.
Differs from Administrative Assistant 4 by the presence of responsibility for serving as special assistant to a classified/unclassified executive or a high-ranking classified administrator.
Differs from Administrative Assistant 6 by the absence of responsibility for serving as the confidential executive assistant to the unclassified Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive of a major state department.
Examples of Work
The 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 .
Serves as high-level executive and confidential assistant to the Administrative Program Director 4 of Office of Operations (OPS) and independently performs a wide variety of duties. Maintains confidential files. On own initiative, notes commi!rnents made by OPS, arranges for staff representation at meetings or conferences; attends meetings at the request of and in some instances represents the OPS when delegated to do so. In response to correspondence and other requests, composes replies requiring independent research into the subject matter. Analyzes requests for information and ensures that appropriate personnel are informed of requests; maintains pending files to ensure timely response. Reviews and proofreads outgoing correspondence and publications for the OPS for internal consistency and assures that proper clearance has been obtained when necessary .
The incumbent of this position assists the Administrative Program Director 4 of Office of Operations (OPS) with the administrative functions of the Office of Technology Services Office of Operations (OTS - OPS). Supervision is received by broad review from the Administrative Program Director 4 of Office of Operations (OPS) and work is performed with a high degree of independence and initiative . This position may receive functional supervision from the Executive Staff Officer. Verbal and written communications skills are required as well as considerable knowledge of state policies, laws, rules and regulations. The incumbent is responsible for overseeing administrative functions for OTS- OPS,such as human resources functions, purchasing, travel, payroll, safety management, and training. Incumbent is responsible for mail operations, file maintenance, supply inventory,serving as office receptionist, and other administrative support functions. The position may require learning terminology and/or specific additional job skills that align with the section the position is in support of. The incumbent also works on special projects as required. In serving as the executive assistant to the Administrative Program Director 4 of Office of Operations (OPS), the following functions are performed :
45% Acts as an OTS Representative/Liaison to Human Resource Management and OTS Staff (Directors, Managers, Supervisors and all remaining IT personnel) on behalf of the Administrative Program Director 4 of Office of Operations (OPS). Process Personnel Actions. Maintains confidential personnel files.
In this capacity, performs the following duties :
1) Receives, interprets and distributes to management all Civil Service, DOA, and OTS policies and procedures relative to human resources matters. Responsible for distribution of pertinent information to all employees .
2) Processes all personnel transactions in accordance with DOA Employee Administration, Human Resources and OTS rules and regulations .
Reviews all personnel action requests submitted thru the chain of command to ensure their compliance with DOA Employee Administration, DOA Human Resources, Civil Service and OTS rules and regulations. Monitors the status and follows up on all personnel action requests .
3) Serves as the personnel liaison to employees by answering any questions concerning personnel matters and providing assistance in completing change forms for any type of insurance and submitting it to DOA Employee Administration group or Human Resources office for processing. Assists employees with employment problems and ensures that the agency is in compliance with Civil Service, DOA and other state/federal employment rules and regulations.
4) Prepares, maintains and provides management with a position log, specifies current status of all positions by position number, job title, and current incumbent and funding status.
5) Monitors employee performance evaluation system (PES) are completed in an accurate and timely manner to ensure compliance with DOA HR and Civil Service Rules. Advises management of any approaching deadlines that have not yet been met.
6) Works with the Director and the supervisory chain of command in addressing unique personnel problems and offers suggestions, solutions and possible courses of action in the resolution of such problems .
7) Ensures vacancy announcements, Civil Service circulars and all other pertinent materials are distributed for review by employees in all
units of the organization .Assists employees, when requested, in applying for vacant positions or in obtaining additional information from Civil Service and/or other sources.
8) Coordinates the hiring of new employees and conducts orientation relating toOTS safety and procedures. Also, coordinates the accurate completion of Exit Checklist for employees that are terminating or transferring; completes the necessary forms required by DOA/OTS/Louisiana Workforce Commission.
9) Assist OTS management in ensuring that job descriptions are current and reflect actual job functions and duties.
10) Maintains proficiency in usage of all applications and software as needed for the duties of this position. Completes and maintains proficiency in all OHR functions that maybe required for this position.
20% Responsible for all payroll related activities.Enters data into the online LaGov HCM Payroll System for all attendance and leave usage for the DCO section . Payroll Time Administrator- calculates, keys, audits and monitors, all aspects of the payroll system in regards to the DCO section . May act as backup payroll time administrator for other OTS sections as needed.
10% Responsible for coordinating the procurement of supplies and services. This includes the related activities listed below:
1) Serves as IT section coordinator with End User Computing, and or other appropriate IT units, to report problems, monitor problem resolution, and arrange services, such as user id requests and revocations, IT equipment changes, etc.
2) Acts as liaison to Buildings and Grounds . Contacts Buildings and Grounds for any maintenance or repair that is required within the office .
Also, requests and tracks card access to the building.
10% Serves as Safety Coordinator and handles insurance matters. This function encompasses a formal safety/training/risk management program for planning, organizing, monitoring and evaluating activities, such as:
1) Assist OTS management in the development and maintenance of agency safety program in accordance with Safety
2) Policy statement issued by Commissione r of Administration . Develops, edits, and updates safety procedures .
3) Conducts activities, such as the scheduling of various speakers and distribution of reading materials, to stimulate safety among employees . Plans, schedules and directs a quarterly safety meeting. Maintains a log with attendance statistics .
4) Plans and directs a regular program of safety inspections, collects safety checklists from OTS floor wardens (if section has) and follows up on any violations. Logs and investigates any accident/incident, maintains and analyzes accident reports and follows up on all incidents/accidents.
5) May assist in reviewing, compiling and updating all quarterly insurance reports. May compile the quarterly Risk Exposure Report to contain all information relative to mileage traveled for state business by OTS regular payroll employees . May update the Blanket Property Schedule of Property Values Report on a quarterly basis to reflect total values detailed as to location of building, type of equipment and the total dollar amount per location. It is this report, which forms the basis of the premium amount for contents calculated for the budget.
6) Exposure report on a quarterly basis in order that accurate exposures are entered into premium calculations. Submits all prepared or corrected reports to the Office of Risk Management (ORM) or the OTS liaison to ORM .
7) Investigates all reports of stolen and/or damaged property; prepares necessary paperwork and submits all claims to Office of Risk Management. Works with OTS management and Office of Risk Management in resolving all issues or problems arising from any claim .
10% Answers multiple telephone lines and receives calls related to the most sensitive and confidential matters and determines appropriate action to be taken. Handle the daily mail and route to appropriate departments . Handle incoming/outgoing documents and route to appropriate internal sections in OTS, other state governmental offices and vendors,etc. Image documents and files as necessary. Help create and maintain OTS documents per request of high OTS executives .
5% Performs all other tasks, special projects, analysis,studies, and plans as directed . May act as primary for any of the above mentioned job duties for OTS and/or backup for other OTS sections as needed.