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Administrative Program Specialist A/B

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Administrative Program Specialist A/B

Salary

Depends on Qualifications

Location

Baton Rouge, LA

Job Type

Classified

Job Number

418-216325-JAS

Department

DPS-Office of Management & Finance

Opening Date

01/12/2026

Closing Date

1/19/2026 11:59 PM Central

+ Description

+ Benefits

+ Questions

About this Job

AtDepartment of Public Safety – Office of Management and Finance (DPS-OMF) our mission is to provide effective management and support services in an efficient and professional manner to all agencies within the Department of Public Safety - Public Safety Services and to public and private entities.

We’re looking for anAdministrative Program Specialist A within the Financial Services section at DPS-OMF.

Selected Core Competencies:

Accepting Direction: The ability to be open and willing to follow guidance or instructions.

- Successful Behaviors:Follows direction reliably, adjusts to feedback, and completes tasks on time.

Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.

- Successful Behaviors:Communicates clearly, listens actively, and explains complex ideas well.

Managing Performance:The ability to plan, monitor, and document employee performance throughout the year.

- Successful Behaviors:Sets clear expectations, uses systems to document accurately, and completes all performance duties per SCS and agency policies.

Selected Preferred Competencies:

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

- Successful Behaviors:Decides quickly, owns results, and explains reasoning.

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

- Successful Behaviors:Acts with integrity, respects confidentiality, and treats people fairly.

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

- Successful Behaviors:Adjusts quickly and stays effective during change.

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

- Successful Behaviors:Works well with others, contributes consistently, and supports the team.

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

external customers.

- Successful Behaviors:Understands customer needs, communicates clearly, and delivers timely, reliable service.

Managing Conflict:The ability to recognize, address, and resolve disagreements constructively while preserving

relationships and promoting mutual understanding.

-Suc cessful Behaviors :Identifies issues, uses respectful communication, and applies fair strategies to resolve conflict.

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

- Successful Behaviors: Plans purposeful meetings, stays on track, manages disagreement, and confirms next steps.

Minimum Qualifications

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.

Job Specification

The official job specifications for this role, as defined by the State Civil Service, can be foundhere (https://apps01.civilservice.louisiana.gov/onestopjobinfo/DisplayJobSpec.aspx?JobCode=168090) .

Job Duties and Other Information

Job Duties

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

Position-Specific Details:

Appointment Type: Probational or Promotional

Career Progression: This vacancy will be filled by new hire or by promotion of a current permanent status classified employee. This is part of a Career Progression Group.

Work Schedule:Work hours are 8:00 AM to 4:30 PM, Monday - Friday.

Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.

Compensation:Annual salary ranges from a minimum of $37,523 to a maximum of $73,632.

No Civil Service test scoreis required in order to be considered for this vacancy.

To apply for this vacancy, click on the “Apply” link (http://Laworks.net) 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.

*Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumeswill notbe accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

For further information concerning this vacancy, please contact:

Office of Finance and Management/Human Resources

Joel Sunsin/

Human Resources Analyst A

7979 Independence Blvd STE 201 Baton Rouge, Louisiana, 70806

Ph:225-925-6068

Email: [email protected]

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

To ensure compliance with DPS-PSS Policy 01-02.01 Nepotism, no individual may be hired, promoted, demoted or transferred within DPS, if the individual is related to another employee who is, or would be, within their line of supervision. Relative is defined as: child, step-child, sibling, spouse, parent, step-parent, aunt, uncle, niece, nephew, grandchild, grandparent, and any "in law" relationship. Are you related to anyone employed with the Department of Public Safety, Public Safety Services?

+ Yes

+ No

02

If you answered "yes" to the above question, please list the name of your relative and relationship. If you answered "no" to the above question, enter N/A.

03

Did you list ALL of your job experience and education on your application? If not, please add before submitting.

+ Yes

+ No

04

FC - 26: Focusing on Customers - How well do you understand and meet the needs of internal or external customers?

+ I struggle to understand customer needs, provide clear information, or resolve issues.

+ I respond to customer needs with some support and build basic working relationships.

+ I understand customer needs, communicate clearly, and deliver timely, reliable service.

+ I anticipate customer needs, build trust, and deliver personalized, proactive service.

05

FC - 26: Focusing on Customers - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

06

MP - 26: Managing Performance - How well do you set expectations, provide feedback, and document employee performance?

+ I don’t clearly set expectations, I delay feedback, and I avoid using documentation systems.

+ I communicate expectations, but I sometimes miss follow-through and my documentation may be incomplete or not aligned with policy.

+ I set clear expectations, use systems to document performance accurately, and meet all duties required by SCS and agency policies.

+ I go beyond basic requirements—I reinforce expectations regularly, use multiple sources for documentation, and maintain audit-ready records that exceed policy standards.

07

MP - 26: Managing Performance - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

08

CE - 26: Communicating Effectively - How well do you share information and ideas in ways that others can understand, relate to, and act on?

+ I communicate unclearly, use poor tone, and ignore the audience.

+ I share main ideas clearly and adapt to the audience when reminded.

+ I communicate clearly, listen actively, and explain complex ideas well.

+ I craft messages that connect, inspire, and drive action across audiences.

09

CE - 26: Communicating Effectively - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

10

MM - 26: Managing Meetings - How well do you plan and lead productive meetings that engage people and lead to action?

+ I struggle to set a clear purpose, manage time, or follow up. I tend to avoid conflict or feedback in meetings.

+ I prepare for meetings but they may lack structure, get off track, or miss follow-up and inclusive participation.

+ I plan purposeful meetings, keep discussions focused, handle disagreements, and confirm next steps.

+ I design effective, inclusive meetings, adapt in real time, manage disagreements skillfully, and follow up to ensure continuous improvement.

11

MM - 26: Managing Meetings - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

12

AD - 26: Acting Decisively - How well do you make timely, confident decisions using sound reasoning?

+ I avoid making decisions, rely on others, and struggle to stay confident under pressure.

+ I make decisions with help, second-guess myself, and tend to stick with familiar methods.

+ I make timely decisions, take responsibility for the outcome, and explain my reasoning clearly.

+ I make bold decisions, adapt quickly, and help lead others through uncertainty.

13

AD - 26: Acting Decisively - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

14

AEI - 26: Acting with Ethics and Integrity - How well do you make choices that reflect ethical standards, integrity, and honesty—even when it’s difficult or inconvenient?

+ I ignore ethical standards, withhold information, or show bias or poor judgment.

+ I follow rules, share information, and try to avoid ethical missteps.

+ I act with integrity, respect confidentiality, and treat people fairly.

+ I promote ethics, model transparency, and help others act with fairness across teams.

15

AEI - 26: Acting with Ethics and Integrity - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

16

AC - 26: Adapting to Change - How well do you stay flexible and adjust your behavior or work when things change?

+ I resist change, struggle to adjust, and my performance suffers.

+ I accept change with help and adjust slowly.

+ I adjust quickly and stay effective during change.

+ I lead through change and help others stay grounded and flexible.

17

AC - 26: Adapting to Change - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

18

BST - 26: Building and Supporting Teams - How well do you work with others to achieve shared goals and contribute to a positive team environment?

+ I avoid teamwork, create conflict, or don’t contribute.

+ I contribute to team efforts with encouragement and guidance.

+ I work well with others, contribute consistently, and support the team.

+ I unite teams, build trust, and help others work through conflict.

19

BST - 26: Building and Supporting Teams - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

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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