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NEOGOV · 11 hours ago

Administrative Program Specialist A/B

Baton Rouge, LA

Full-time

Onsite

Entry Level

$38K/yr - $74K/yr

3+ years exp

NEOGOV is part of the Department of Public Safety – Office of Management and Finance in Louisiana, seeking an Administrative Program Specialist A/B. The role involves reviewing applications, ensuring compliance with eligibility requirements, and managing various administrative tasks related to Supplemental Pay.

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Responsibilities

Responsible for reviewing new applications to ensure all required documentation has been submitted as required

Determines and ensures that the applicant has met or not met the eligibility requirements according to applicable State regulations, policies, and guidelines

Confers with the local police department and/or returns the application for needed or missing information

Provides those applications that pass the eligibility process to the Administrative Program Manager 3 for presentation to the board for approval

Updates all spreadsheets for board approval and Act 110 approval

Responsible for entering new applications into the Supplemental Pay System, entering backpay for Act 110 payments, and answering and returning all phone messages and emails regarding Supplemental Pay

Also processes all name, address, and bank account changes, including monthly follow-up with all towns/departments that appear on the bank return report and NOC report to ensure the correct deposit information is obtained

Also updates the system with the changes and notifies the recipient that the correction has been completed

Assists with monthly Supplemental Pay reconciliations, and retrieves faxes, takes action if necessary, and/or disseminates to the appropriate team member

Responsible for Supplemental Pay duties, which include preparing monthly warrant packages for mailing, sorting and separating incoming warrants and other correspondence, distributing incoming warrants and correspondence to appropriate staff, making copies, scanning documents and applications

Processes and evaluates all incoming mail and faxed documents within the Unit; Decides what actions and appropriate team member is to receive the mail for further review or action

Responsible for maintaining the audit trail for important documentation received to include the posting of receipt dates

Responsible for maintaining and ensuring the Probill Supplemental Pay database contains accurate payment information

This includes receiving all Supplemental Pay checks, preparing deposit spreadsheets, and posting payments in the database, which generates quarterly reports required by the Office of Statewide Reporting & Accounting policy

Responsible for maintaining record retention for Supplemental Pay and other duties as assigned

Qualification

Administrative services experiencePerformance managementCustomer service focusEffective communicationMeeting managementEthicsDecisive actionTeam collaborationConflict managementAdaptabilityIntegrity

Required

Three years of experience in administrative services

Six years of full-time work experience in any field

A bachelor's degree

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

Preferred

Acting Decisively: The ability to make timely, confident decisions using sound reason

Acting with Ethics and Integrity: The ability to make choices that reflect ethical standards, integrity and honesty, regardless of circumstances or personal benefit

Adapting to Change: The ability to demonstrate flexibility in thoughts, behaviors, and actions in response to evolving circumstances or unexpected change

Building and Supporting Teams: The ability to combine one's actions and efforts with others to work toward achieving a common goal

Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers

Managing Conflict: The ability to recognize, address, and resolve disagreements constructively while preserving relationships and promoting mutual understanding

Managing Meetings: The ability to plan and lead productive meetings that engage participants and drive outcomes

Benefits

Insurance Coverage

Parental Leave – Up to six weeks paid parental leave

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.

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).