ADMINISTRATIVE PROGRAM MANAGER 1
MSCCN - Lafayette, LA
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ADMINISTRATIVE PROGRAM MANAGER 1 Print ( Apply  ADMINISTRATIVE PROGRAM MANAGER 1 Salary $3,186.00 - $6,252.00 Monthly Location Lafayette, LA Job Type Classified Job Number MVA/PJ/201063 Department LDH-Medical Vendor Administration Opening Date 10/09/2024 Closing Date 10/19/2024 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. This position is located within the Louisiana Department of Health / Medical Vendor Administration / Bureau of Health Services and Financing / Lafayette Parish Announcement Number: MVA/PJ/201063 Cost Center: 305-2050405 Position Number(s): 50534264 This vacancy is being announced as a Classified position and may be filled as a Probationary, Promotional or Job appointment. Competencies: Driving Results: The ability to identify important goals and work to achieve them. Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards. Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion. Accepting Direction: The ability to accept and follow directions from those higher in the chain of command. Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas. Following Policies & Procedures: The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws. Managing Budgets: The ability to be a good steward of state resources by effectively managing allocated funds. Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity. Training Others: The ability to facilitate the acquisition of work-related knowledge and skills in an effort to improve employee performance. Working with Financial Information: The ability to use financial data to guide, drive, and convey the financial standing and/or outlook of an organization. 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. 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 willNOTpopulate 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: Paula Jackson LDH/HUMAN RESOURCES BATON ROUGE, LA 70821 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: A baccalaureate degree. SUBSTITUTIONS: Six years of full-time work experience in any field may be substituted for the required baccalaureate degree. Candidates without a baccalaureate degree may combine work experience and college credit to substitute for the baccalaureate degree as follows: A maximum of 120 semester hours may be combined with experience to substitute for the baccalaureate degree. 30 to 59 semester hours credit will substitute for one year of experience towards the baccalaureate degree. 60 to 89 semester hours credit will substitute for two years of experience towards the baccalaureate degree. 90 to 119 semester hours credit will substitute for three years of experience towards the baccalaureate degree. 120 or more semester hours credit will substitute for four years of experience towards the baccalaureate degree. College credit earned without obtaining a baccalaureate degree may be substituted for a maximum of four years full-time work experience towards the baccalaureate degree. Candidates with 120 or more semester hours of credit, but without a degree, must also have at least two years of full-time work experience to substitute for the baccalaureate degree. NOTE: Any college hours or degree must be from an accredited college or university. Job Concepts FUNCTION OF WORK: To manage administrative program areas and support functions for an organizational section, region, division or office. LEVEL OF WORK: Supervisor. SUPERVISION RECEIVED: General from an 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 organizational hierarchy, independence, complexity and scope. Administrative Program Manager 1 positions differ from those allocated to the job of Administrative Program Director 1 by the absence of directing administrative programs and support functions and by the supervision exercised. Examples of Work Responsible for managing administrative program areas and support functions for a Medicaid Regional office. This position is also responsible for supervising a staff of Administrative Coordinator positions whose functions relate to correspondence processing, LaMEDS case status updates and clerical tasks, front desk assistance to the general public, and administrative support such as maintaining property records, requesting tags for property, requesting supplies, and scheduling safety meetings. Responsible for managing and completing administrative functions including human resources, purchasing, information technology, inventory, property control, accounting, safety, risk management, records management, security, mail operations, contracts and leases, insurance, and budget. Serves as personnel liaison for the Medicaid Regional Office. Prepares and processes all HR forms and ancillary documents to effectuate personnel actions. Communicates directly with LDH Human Resource office on all personnel actions including compliance with EEO, ADA, and FMLA laws/guidelines, and resolving personnel problems/questions. Provides consultative and advisory assistance to employees regarding routine aspects of payroll questions, insurance eligibility, miscellaneous insurances, changes in personnel policy, Civil Service testing, credit union (serves as liaison officer), income tax forms, etc. Verifies accuracy of information on Position Management Reports and monitors salary expenditures for budgetary compliance. Develops, updates, and/or maintains personnel tracking forms and reports as applicable. Maintains personnel records on all employees, ensuring that information is accurate in all systems including EED. Adheres to strict confidentiality in all personnel matters. Responsible for all procurement activities including purchasing and managing the necessary equipment and supplies for efficient operations. Makes purchases, reviews invoices, and produces reports for accuracy and completeness. Serves as the subject matter expert and purchaser in ISIS and LaGOV. Ensures that accounting codes are appropriate prior to submitting invoices for payment in Payment Management. Responsible for the secure and appropriate use of the P-card for emergency purchases to support operations. Responsible for being a good steward of state dollars and ensuring that all expenditures are appropriate. Responsible for monitoring contracts held by the regional office to ensure services are performed prior to payment including copiers, leases, and phones, etc. Responsible for all travel expenditures in the regional office including budget, preparation of travel expense forms, and booking travel using approved vendors. Responsible for serving as the property control coordinator for the regional office. Prepares and monitors necessary documents for purchase, tagging, transfers and surplus of all equipment per policy. Updates property control system on an at least monthly basis and upon knowledge of any changes. Completes annual inventory review for all equipment and supplies. Maintains all documents for auditing purposes. Tracks and monitors leased computer inventory and notifies OTS as changes occur in computer movement. Serves as regional safety coordinator. Schedules, hosts, and maintains documentation of quarterly safety meetings for all regional staff. Completes and/or reviews incident/accident reports and submits paperwork to the proper department for further actions. Runs annual ODR reports for the driving safety program and submits for appropriate signatures. Prepares annual safety audit documents and meets with auditor. Develops and maintains the LDH Emergency Preparedness documents and plans for the regional office. Serves as time administrator for the regional office. Checks payroll for 51 employees a minimum of twice per week to ensure all time requests are there and correct with all necessary costing coding (Outstation, CSU and OT/Ktime) notifying supervisor of any corrections needed. Prepares and reviews payroll documents (time statement, Time Entry Audit Report, Absence Quota Report and Time Workflow Audit Report) for approval and auditing to ensure compliance with LDH policy and procedures. Submits payroll corrections to Human Resources. Responsible for monitoring FMLA quotas. Tracks special leave types including leave without pay, LSAG, LSOC, compensatory time and paid overtime and Identifies trends or errors. Responsible for analyzing and monitoring budget expenditure information on an ongoing basis for the region. Monitors the needs of the region and implements procedures to ensure that expenditures remain within categorical budgetary guidelines. Responsible for reviewing reports in LaGOV to ensure all expenditures in the organization code are appropriate. Assists with analyzing, compiling, and preparing the annual budget request EFO as requested. Collects other budget data and prepares special reports as needed. Serves as the telecommunication coordinator for the region. Communicates with OTS or vendors regarding problems with telephones and /or to secure necessary assistance throughout the region. Contacts vendors for quotes on lines/equipment necessary for lines for phones, faxes, computer, etc. Ensures the appropriate use of all telecommunication equipment including long distance expenditures, and MiFi boxes, etc. Provides orientation and ongoing assistance to supervisors and managers in areas of administrative management. Assist supervisors/managers by monitoring employee annual trainings. Evaluates training needs of the regional office and provides and/or arranges training through Success Factors or other approved vendors. Recruits, selects, and invests in a talented staff of Administrative Coordinators. Processes paperwork, conducts interviews, and offer employment in accordance with Civil Service. Assures that all personnel activities are conducted in accordance with Civil Service Rules and applicable Federal and State laws and regulations. Validates time and attendance, and appropriate use of state resources. Directs activities and prepares ongoing work plans for subordinate program managers under incumbent's purview. Establishes work schedules and priorities to ensure that the activities under incumbent's scope of supervision are performed in a timely and efficient manner. Supervises and directs work of subordinate staff, establishing performance goals, objectives, and evaluation criteria for employee performance. Schedules and participates in periodic performance reviews and planning conferences and completes formal performance appraisal. Identifies staff development needs and ensures that appropriate training is obtained. Conducts staff meetings and conferences to disseminate information and provides expertise and guidance on work assignments, policy, special projects and technical problems. Routinely evaluates performance of staff and makes recommendations as to the retention, separation, demotion, and promotion of employees. Receives and conducts reviews of personnel problems, incidents, and complaints, and recommends courses of action. Conducts reviews on a periodic basis to assess work habits and performance of employees. Prepares and completes all orientation activities, onboarding and work plans for new employees. Holds regular individual and group meetings with staff to increase their skill and efficiency. Performs any other duties as assigned in support of the mission of Eligibility Field Operations as directed by regional or state leadership. Assists others to meet needs and priorities of the Section and Department as needs require. 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 Parental Leave- Up to six weeks paid parental leave More information can be found atHolidays 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 (LASERS has provided this video (to give you more detailed information about their system Teacher's Retirement System of Louisiana (Louisiana School Employees Retirement System (among others 01 FPP: Rate your ability to follow policies and procedures based on our definition: The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws. 1= I have no experience and/or am uncomfortable following policies and procedures 2= I have limited experience or require assistance to follow policies and procedures 3= I can follow policies and procedures 4= I can follow policies and procedures and help others improve their ability to follow policies and procedures 02 FPP: Explain your rating by providing specific and relevant examples in the box below. 03 MB: Rate your ability to manage budgets based on our definition: The ability to be a good steward of state resources by effectively managing allocated funds. 1= I have no experience and/or am uncomfortable managing budgets 2= I have limited experience or require assistance to manage budgets 3= I can manage budgets 4= I can manage budgets and help others improve their ability to manage budgets 04 MB: Explain your rating by providing specific and relevant examples in the box below. 05 MT: Rate your ability to manage time based on our definition: The ability to control your time to increase effectiveness, efficiency, or productivity. 1= I have no experience and/or am uncomfortable managing time. 2= I have limited experience or require assistance to manage time 3= I can manage time 4= I can manage time and help others improve their ability to manage time 06 MT: Explain your rating by providing specific and relevant examples in the box below. 07 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 08 TO: Explain your rating by providing specific and relevant examples in the box below. 09 WFI: Rate your ability to work with financial information based on our definition: The ability to use financial data to guide, drive, and convey the financial standing and/or outlook of an organization. 1= I have no experience and/or am uncomfortable working with financial information 2= I have limited experience or require assistance to work with financial information 3= I can work with financial information 4= I can work with financial information and help others improve their ability to work with financial information 10 WFI: Explain your rating by providing specific and relevant examples in the box below. Required Question Agency 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 Apply Please verify your email addressVerify Email
Created: 2024-10-11