State of Louisiana
The Division of Administration/Office of State Buildings has a vacancy. This job title has an assigned pay grade of AS-613.
AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING COMPETENCIES: Communicating Effectively : The ability to relay information correctly and appropriately to connect people and ideas. Displaying Expertise : The ability to exhibit specialized skills or knowledge gained from experience or training. Making Accurate Judgments : The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards. Using Data : The ability to use relevant and valid data to inform a recommendation for action. Managing Time : The ability to control your time to increase effectiveness, efficiency, or productivity.
This position is responsible for handling administrative program functions on a statewide basis including information technology, telecommunications, and State Capitol and Capitol Park events/functions requests for approximately 40 state buildings under the jurisdiction of the Office of State Buildings (OSB) with an operating budget of approximately $30 million, which includes an OFC operating budget of approximately $14 million. Additional responsibilities include Capital Outlay projects record management, travel administration, and fleet card management. This position also serves as the backup for other administrative program functions including procurement, leases, Title 38 Public Works contracts, scanning records management, OFC requests, and processing mail. This position is responsible for assisting with the various functions of OSB to facilitate on-going agency responsibilities including the Badging Office and Claiborne Conference Center. 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
. Job Duties: IT and Telecommunications Information Technology - Serves as the agency’s authorized IT administrator in coordinating with the Office of Technology Services (OTS) groups for maintaining agency’s IT equipment and services including, but not limited to, PCs, Laptops, Printers, Copiers, and Scanners. Approves and coordinates certain IT activities, including creation and deletion of the user LANID and email account for the agency in statewide, equipment installation and physical moves, equipment maintenance, ordering new equipment/software, software installation, hardware/software upgrades, sanitizing/defective equipment, security updates and updating IT equipment inventory list. Responsible for OTS project requests, i.e. agency’s preparation for Monthly Microsoft Updates, New Version of Internet Explorer or other software applications and PC/Monitors replacements etc. Also handles the creation and modification of the agency's official website.
Telecommunications - Serves as the agency’s authorized Telecommunications Coordinator (TC) for maintaining approximately 455 telecommunication services statewide and the responsibilities include coordinating with Office of Telecommunications Management (OTM) for repairing the problems of trouble telecommunication equipment or services, modifying existing telecommunication systems or services and acquiring new equipment or services. The work also handles OTM service requests for reviewing and updating the agency’s listing on State Government Directory and all public telephone directories for statewide. The TC develops a program on Microsoft Excel for ongoing review of telecommunications services and expenditures and the program is designed by telecommunication service vs. its OTM inventory number, ID number and billing information, building location, OSB’s assigned user and the cost. The TC also reviews the monthly OTM Web Billing Report for monitoring the agency’s monthly expenditures on each telecommunication service. Reports the abused lines issues to the FP&C Assistant Director/OSB Director for resolving the issues. Communicates and coordinates with OSB staff and OTS/OTM regarding the billing issues.
State Capitol Complex Facilities and Grounds Events Coordinator OSB is required to monitor and administer this program for the Division of Administration. Serves as scheduling coordinator for handling statewide and nationwide event/function requests (including Rallies, Press Conference, Concerts, Walks/Runs and Political Campaign) on the State Capitol Steps, Pentagon Courts, Capitol Annex, Capitol Grounds, Arsenal Museum grounds, or other OSB facility. Also serves as the event scheduling coordinator and handles the state tenants, non-profit and/or profitable organization’s event requests for utilizing the state facilities and/or grounds. The common event requests include the fundraiser events, book fairs, vendor fairs, blood drives, food drives and film productions, etc.
Provides the policy and procedure to interested parties on usage of the grounds through telephone calls and email correspondences. Reviews event requests from general public organizations and meeting arrangement with the requestors may be required depending on the scope and complexity of the rally/event. Provides pertinent information to the FP&C Assistant Director and Legislature for review comments and serves as a liaison between the Legislature and requestors for any questions, etc. prior the event request is approved or disapproved. Prepares permit and sends the issued permit to requestor by fax and/or email, also copies the issued permit to JLCB, Sergeant at Arms of House and Senate, DPS security, State Capitol Building Manager and required OSB managers of the scheduled event. Provides and arranges podium, microphones, sound system, tables or chairs set up for the approved rallies and events on the State Capitol Steps, Pentagon Courts, Capitol Annex, Capitol Grounds, Arsenal Museum grounds, or other OSB facility and gives further support to the requestors as needed during the events. Continues to develop rallies/events policy and procedure by using judgment on the OSB's website for providing the general public organizations better assistance. Maintains the records for all scheduled events.
OSB’s Capital Outlay Projects Record Management Serves as OSB's Record Manager for maintaining the Agency’s Capital Outlay Projects' Files and Documents – Manages OSB’s statewide Capital Outlay project/subject files for approximately 40 state buildings, including maintaining and creating the building folders, logs and filing systems for new and existing Capital Outlay Projects’ plans, specs, shop drawings, operation/maintenance manuals and As-Builts drawings on AutoCAD files. Provides assistance to Director, Assistant Director, Project Manager, Managers or Designers to access the Capital Outlay Project files.
Manages the routing of the ongoing Capital Outlay Project Files that are received from the Office of Facility Panning and Control or Architects/Designers that require OSB Division Managers to review and approve. After the project file is reviewed by the required OSB managers, the file is returned to the Record Manager for storing in the filing system.
Agency’s Travel Administrator Coordinates, schedules, and processes all travel for OSB. Serves as the agency’s coordinator in handling OSB personnel’s in/out-of-state travel expense reimbursement claims and coordinating employee’s travel arrangement, including hotel/flight bookings, car rental and conference registrations. Also serves as a liaison for handling Travel Authorization and Travel Expense Requests with the Office of Commissioner and Office of Finance and Support Services
Fleet Card Management This position is responsible for requesting and cancelling Fuel Trac PINs and cards for all employees and vehicles within OSB. This position is responsible for processing the monthly Fuel Trac statement ensuring each transaction has the accurate funding codes (fund, cost center, order, GL account) and submitting to OFSS for payment.
Procurement This position performs senior level purchasing at the agency with an operating budget of approximately $30 million. This includes receiving requests for all state contract purchases, proprietary purchases, sole source purchases, authorized dealer repairs, and bid requisitions ensuring that all requests follow procurement rules and regulations. Ascertains whether the requested purchase is on state contract or meets criteria to be declared an authorized dealer purchase, sole source purchase, or proprietary purchase and enters the appropriate type of requisition into the LaGov procurement system. Ensures that all supporting documentation required to justify such purchase is prepared and attached to the purchase order.
Handles adjustments in purchasing, such as when the wrong product is delivered, or the product is not shipped as per order stipulations, or a duplicate delivery is made; communicates with vendors and purchaser to ensure transaction is properly executed.
This position is responsible for the accounts payables for the Office of State Buildings. Receives on all annual purchase orders in the LaGov procurement system for the agency in order for the invoices to be submitted to the Office of Finance and Support Services (OFSS) for payment. Responsible to communicate with vendors regarding payment, to research unpaid invoices and statements and determine the reason payment could not be or was not made, and to arrange correction of invoices by vendors and contractors. Communicates with agency personnel in Shreveport, Monroe, Alexandria, Lafayette, Baton Rouge, and New Orleans regarding payments for goods and services purchased by those offices.
This position processes monthly PCard statements for each OSB employee, accessing the Bank of America computer-based system and codes each transaction to the appropriate building and general ledger code as well as ensures that all proper documentation is included (i.e., invoices, receiving receipts and justifications). This must be completed before the OFSS monthly deadline. Once all transactions have been coded into the system, the statements and documentation are submitted to OFSS for audit review and storage.
Establishes and maintains files on all Office of Risk Management's Third Party Administrator (TPA) claims for the agency. Communicates with the TPA and vendors to ensure all supporting documentation is gathered. Inputs all purchase orders in the LaGov procurement system and ensures vendors are paid once the State pays their portion.
Processes invoices for the contract uniform services for the Office of State Buildings statewide, including Shreveport, Monroe, Alexandria, Lafayette, Baton Rouge and New Orleans areas. Receives all service delivery tickets, ensures that weekly invoices are adjusted as necessary for additions, deletions, or changes in service, and processes for payment.
LaSalle Parking Garage & Galvez Parking Garage Leases Administers program for the leasing of approximately 500 parking spaces at the LaSalle Parking Garage and Galvez Parking Garage which includes maintaining records for the Office Facilities Corporation (OFC). Duties include maintaining an ongoing list of requestors for annual lease periods, preparing lease agreements on behalf of OFC, using judgment for composing the amendments to contracts for the FP&C Assistant Director's review and input, assisting in the allocation process to disseminate the available parking spaces, receipt of completed leases, coordinates with Office of Finance and Support Services (OFSS) for payment collections and follow up with requestors for any outstanding payments and/or lease termination. Receives and updates the records of requestors' vehicle license number.
Public Works Contracts This position is responsible for the creation and processing of Title 38 contracts for OSB and OFC under the $250,000 threshold for public works performed at all buildings under the jurisdiction of OSB with an operating budget of approximately $1 million.
Scanning Records Management This position is responsible for scanning/uploading documents to the electronic filing system for OSB. Documents include, but are not limited to, Badging Office forms, Event Requests, Purchase Orders, Invoices, Contracts, Amendments, Project Estimations/Approvals, Utility Bills, Elevator Inspection Reports, ORM Claim documentation, Disaster related documentation, OFC requests, and As-Built Plans for all buildings under the jurisdiction of the Division of Administration ensuring consistency and accuracy of data input information for effective cataloging.
OFC Requests This position is responsible for managing and processing OFC requests. Duties include maintaining an ongoing tracking spreadsheet of requests for projects, equipment, and services for OFC buildings maintained by OSB routing to the FP&C Assistant Director and Assistant Commissioner for review and approval.
Process Mail This position is responsible for sorting and delivering incoming mail daily and handling outgoing mail via USPS, FedEx and UPS, serving as a backup for the Badging Office and Claiborne Conference Center.
Other Duties Other duties assigned by supervisory chain of command.
Position-Specific Details: This vacancy will be filled by new hire or by promotion of a current permanent status classified employee.
Louisiana is a "State as a Model Employer" for People 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 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.
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.
Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application.
Applications may be rejected if incomplete.
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 thisposting, please contact:
Erica R. Gay
HR Specialist
Division of Administration/Office of Human Resources
email:
erica.gay@la.gov #J-18808-Ljbffr
AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING COMPETENCIES: Communicating Effectively : The ability to relay information correctly and appropriately to connect people and ideas. Displaying Expertise : The ability to exhibit specialized skills or knowledge gained from experience or training. Making Accurate Judgments : The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards. Using Data : The ability to use relevant and valid data to inform a recommendation for action. Managing Time : The ability to control your time to increase effectiveness, efficiency, or productivity.
This position is responsible for handling administrative program functions on a statewide basis including information technology, telecommunications, and State Capitol and Capitol Park events/functions requests for approximately 40 state buildings under the jurisdiction of the Office of State Buildings (OSB) with an operating budget of approximately $30 million, which includes an OFC operating budget of approximately $14 million. Additional responsibilities include Capital Outlay projects record management, travel administration, and fleet card management. This position also serves as the backup for other administrative program functions including procurement, leases, Title 38 Public Works contracts, scanning records management, OFC requests, and processing mail. This position is responsible for assisting with the various functions of OSB to facilitate on-going agency responsibilities including the Badging Office and Claiborne Conference Center. 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
. Job Duties: IT and Telecommunications Information Technology - Serves as the agency’s authorized IT administrator in coordinating with the Office of Technology Services (OTS) groups for maintaining agency’s IT equipment and services including, but not limited to, PCs, Laptops, Printers, Copiers, and Scanners. Approves and coordinates certain IT activities, including creation and deletion of the user LANID and email account for the agency in statewide, equipment installation and physical moves, equipment maintenance, ordering new equipment/software, software installation, hardware/software upgrades, sanitizing/defective equipment, security updates and updating IT equipment inventory list. Responsible for OTS project requests, i.e. agency’s preparation for Monthly Microsoft Updates, New Version of Internet Explorer or other software applications and PC/Monitors replacements etc. Also handles the creation and modification of the agency's official website.
Telecommunications - Serves as the agency’s authorized Telecommunications Coordinator (TC) for maintaining approximately 455 telecommunication services statewide and the responsibilities include coordinating with Office of Telecommunications Management (OTM) for repairing the problems of trouble telecommunication equipment or services, modifying existing telecommunication systems or services and acquiring new equipment or services. The work also handles OTM service requests for reviewing and updating the agency’s listing on State Government Directory and all public telephone directories for statewide. The TC develops a program on Microsoft Excel for ongoing review of telecommunications services and expenditures and the program is designed by telecommunication service vs. its OTM inventory number, ID number and billing information, building location, OSB’s assigned user and the cost. The TC also reviews the monthly OTM Web Billing Report for monitoring the agency’s monthly expenditures on each telecommunication service. Reports the abused lines issues to the FP&C Assistant Director/OSB Director for resolving the issues. Communicates and coordinates with OSB staff and OTS/OTM regarding the billing issues.
State Capitol Complex Facilities and Grounds Events Coordinator OSB is required to monitor and administer this program for the Division of Administration. Serves as scheduling coordinator for handling statewide and nationwide event/function requests (including Rallies, Press Conference, Concerts, Walks/Runs and Political Campaign) on the State Capitol Steps, Pentagon Courts, Capitol Annex, Capitol Grounds, Arsenal Museum grounds, or other OSB facility. Also serves as the event scheduling coordinator and handles the state tenants, non-profit and/or profitable organization’s event requests for utilizing the state facilities and/or grounds. The common event requests include the fundraiser events, book fairs, vendor fairs, blood drives, food drives and film productions, etc.
Provides the policy and procedure to interested parties on usage of the grounds through telephone calls and email correspondences. Reviews event requests from general public organizations and meeting arrangement with the requestors may be required depending on the scope and complexity of the rally/event. Provides pertinent information to the FP&C Assistant Director and Legislature for review comments and serves as a liaison between the Legislature and requestors for any questions, etc. prior the event request is approved or disapproved. Prepares permit and sends the issued permit to requestor by fax and/or email, also copies the issued permit to JLCB, Sergeant at Arms of House and Senate, DPS security, State Capitol Building Manager and required OSB managers of the scheduled event. Provides and arranges podium, microphones, sound system, tables or chairs set up for the approved rallies and events on the State Capitol Steps, Pentagon Courts, Capitol Annex, Capitol Grounds, Arsenal Museum grounds, or other OSB facility and gives further support to the requestors as needed during the events. Continues to develop rallies/events policy and procedure by using judgment on the OSB's website for providing the general public organizations better assistance. Maintains the records for all scheduled events.
OSB’s Capital Outlay Projects Record Management Serves as OSB's Record Manager for maintaining the Agency’s Capital Outlay Projects' Files and Documents – Manages OSB’s statewide Capital Outlay project/subject files for approximately 40 state buildings, including maintaining and creating the building folders, logs and filing systems for new and existing Capital Outlay Projects’ plans, specs, shop drawings, operation/maintenance manuals and As-Builts drawings on AutoCAD files. Provides assistance to Director, Assistant Director, Project Manager, Managers or Designers to access the Capital Outlay Project files.
Manages the routing of the ongoing Capital Outlay Project Files that are received from the Office of Facility Panning and Control or Architects/Designers that require OSB Division Managers to review and approve. After the project file is reviewed by the required OSB managers, the file is returned to the Record Manager for storing in the filing system.
Agency’s Travel Administrator Coordinates, schedules, and processes all travel for OSB. Serves as the agency’s coordinator in handling OSB personnel’s in/out-of-state travel expense reimbursement claims and coordinating employee’s travel arrangement, including hotel/flight bookings, car rental and conference registrations. Also serves as a liaison for handling Travel Authorization and Travel Expense Requests with the Office of Commissioner and Office of Finance and Support Services
Fleet Card Management This position is responsible for requesting and cancelling Fuel Trac PINs and cards for all employees and vehicles within OSB. This position is responsible for processing the monthly Fuel Trac statement ensuring each transaction has the accurate funding codes (fund, cost center, order, GL account) and submitting to OFSS for payment.
Procurement This position performs senior level purchasing at the agency with an operating budget of approximately $30 million. This includes receiving requests for all state contract purchases, proprietary purchases, sole source purchases, authorized dealer repairs, and bid requisitions ensuring that all requests follow procurement rules and regulations. Ascertains whether the requested purchase is on state contract or meets criteria to be declared an authorized dealer purchase, sole source purchase, or proprietary purchase and enters the appropriate type of requisition into the LaGov procurement system. Ensures that all supporting documentation required to justify such purchase is prepared and attached to the purchase order.
Handles adjustments in purchasing, such as when the wrong product is delivered, or the product is not shipped as per order stipulations, or a duplicate delivery is made; communicates with vendors and purchaser to ensure transaction is properly executed.
This position is responsible for the accounts payables for the Office of State Buildings. Receives on all annual purchase orders in the LaGov procurement system for the agency in order for the invoices to be submitted to the Office of Finance and Support Services (OFSS) for payment. Responsible to communicate with vendors regarding payment, to research unpaid invoices and statements and determine the reason payment could not be or was not made, and to arrange correction of invoices by vendors and contractors. Communicates with agency personnel in Shreveport, Monroe, Alexandria, Lafayette, Baton Rouge, and New Orleans regarding payments for goods and services purchased by those offices.
This position processes monthly PCard statements for each OSB employee, accessing the Bank of America computer-based system and codes each transaction to the appropriate building and general ledger code as well as ensures that all proper documentation is included (i.e., invoices, receiving receipts and justifications). This must be completed before the OFSS monthly deadline. Once all transactions have been coded into the system, the statements and documentation are submitted to OFSS for audit review and storage.
Establishes and maintains files on all Office of Risk Management's Third Party Administrator (TPA) claims for the agency. Communicates with the TPA and vendors to ensure all supporting documentation is gathered. Inputs all purchase orders in the LaGov procurement system and ensures vendors are paid once the State pays their portion.
Processes invoices for the contract uniform services for the Office of State Buildings statewide, including Shreveport, Monroe, Alexandria, Lafayette, Baton Rouge and New Orleans areas. Receives all service delivery tickets, ensures that weekly invoices are adjusted as necessary for additions, deletions, or changes in service, and processes for payment.
LaSalle Parking Garage & Galvez Parking Garage Leases Administers program for the leasing of approximately 500 parking spaces at the LaSalle Parking Garage and Galvez Parking Garage which includes maintaining records for the Office Facilities Corporation (OFC). Duties include maintaining an ongoing list of requestors for annual lease periods, preparing lease agreements on behalf of OFC, using judgment for composing the amendments to contracts for the FP&C Assistant Director's review and input, assisting in the allocation process to disseminate the available parking spaces, receipt of completed leases, coordinates with Office of Finance and Support Services (OFSS) for payment collections and follow up with requestors for any outstanding payments and/or lease termination. Receives and updates the records of requestors' vehicle license number.
Public Works Contracts This position is responsible for the creation and processing of Title 38 contracts for OSB and OFC under the $250,000 threshold for public works performed at all buildings under the jurisdiction of OSB with an operating budget of approximately $1 million.
Scanning Records Management This position is responsible for scanning/uploading documents to the electronic filing system for OSB. Documents include, but are not limited to, Badging Office forms, Event Requests, Purchase Orders, Invoices, Contracts, Amendments, Project Estimations/Approvals, Utility Bills, Elevator Inspection Reports, ORM Claim documentation, Disaster related documentation, OFC requests, and As-Built Plans for all buildings under the jurisdiction of the Division of Administration ensuring consistency and accuracy of data input information for effective cataloging.
OFC Requests This position is responsible for managing and processing OFC requests. Duties include maintaining an ongoing tracking spreadsheet of requests for projects, equipment, and services for OFC buildings maintained by OSB routing to the FP&C Assistant Director and Assistant Commissioner for review and approval.
Process Mail This position is responsible for sorting and delivering incoming mail daily and handling outgoing mail via USPS, FedEx and UPS, serving as a backup for the Badging Office and Claiborne Conference Center.
Other Duties Other duties assigned by supervisory chain of command.
Position-Specific Details: This vacancy will be filled by new hire or by promotion of a current permanent status classified employee.
Louisiana is a "State as a Model Employer" for People 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 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.
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.
Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application.
Applications may be rejected if incomplete.
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 thisposting, please contact:
Erica R. Gay
HR Specialist
Division of Administration/Office of Human Resources
email:
erica.gay@la.gov #J-18808-Ljbffr