Administrative Program Manager 3

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Administrative Program Manager 3

Salary

$3,904.00 - $7,658.00 Monthly

Location

Baton Rouge, LA

Job Type

Promotion

Job Number

OMF-50502899-6.26.24-JS

Department

DAF-Agriculture and Forestry

Opening Date

06/26/2024

Closing Date

7/1/2024 11:59 PM Central

• Description

• Benefits

• Questions

Supplemental Information

Job #OMF-50502899-6.26.24-JS

The Louisiana Department of Agriculture and Forestry is an Equal Opportunity Employer and State as a Model Employer (SAME) to promote diversity and inclusion in the workplace.

This position #50502899 is located in the Office of Management and Finance, Purchasing Division, in Baton Rouge, LA, East Baton Rouge Parish.

This promotional opportunity is only open to permanent classified employees of The Louisiana Department of Agriculture and Forestry.

*Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. *

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.

This agency participates in the E-Verify system for verification of citizenship and employment authorization.

All applicants selected for employment must submit to drug screening.

If you are contacted for an interview, please let us know at that time if you have a need a special accommodation for a disability.

For further information about this vacancy contact:

Jasmine Stewart

Louisiana Department of Agriculture and Forestry

5825 Florida Blvd., Suite 1001

Baton Rouge, LA 70806

jsstewart@ldaf.state.la.us

The Louisiana Department of Agriculture and Forestry strictly prohibits workplace harassment and discrimination on the basis of race, color, gender, sex, pregnancy, age, disability, religion, national origin, military service, sickle cell trait, protected genetic information or other non-merit factor. LDAF also strictly prohibits employment decisions based upon or influenced by such factors.

Minimum Qualifications

MINIMUM QUALIFICATIONS:

A baccalaureate degree plus three years of professional level experience in administrative services.

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:

Examples of professional administrative service fields include: Accounting, Financial Auditing, Budget work, Contract/Grants work, Human Resources/Personnel, Information technology, Insurance, Purchasing/Procurement, Quality assurance, Records management, Risk management, and Safety. In the area of wholesale/retail sales, we will also accept store managers, business managers, regional sales managers, or district sales managers as experience in administrative services.

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 department or central authority.

LEVEL OF WORK:

Manager.

SUPERVISION RECEIVED:

Administrative review 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 3 positions differ from those allocated to the job of Administrative Program Director 3 by the absence of directing administrative programs and support functions and by the supervision exercised.

Examples of Work

Incumbent of this position will have direct supervision over one Administrative Program Specialist C and one Administrative Program Specialist B. The incumbent will administer or direct/oversee statewide, management activities related to purchasing, contracts, grants, LaCarte Card program, and contract budgets. Incumbent will also have direct responsibility for the execution, processing, approval, and payment of the Louisiana Department of Agriculture & Forestry’s (LDAF) contracts and/or grants, including discretionary and programmatic incentive cooperative endeavor agreements, line item and capital outlay contracts, interagency agreements, services contracts, other contracts and amendments thereof, ensuring compliance with all federal/state laws, regulations and administrative procedures. This position requires interaction with LDAF staff, contractors, and other state agencies. This position reports to the Administrative Program Director 2, and interacts with the Office of Forestry, Office of Agricultural and Environmental Sciences, Office of Animal Health Services, Office of Soil and Water, Office of Agro-Consumer Services, the LA Sweet Potato Advertising and Development Commission, the LA Egg Commission, the LA Strawberry Board, and the LA Dairy Industry Promotion Board.

The Louisiana Agricultural Finance Authority (LAFA) is unique to our agency and has the power to provide financial assistance to the Louisiana agricultural community. LAFA is “exempt” from oversight and not regulated by the Office of State Procurement. Incumbent of this position will also administer or direct/oversee statewide, management activities related to the execution, processing, approval and payment of the LAFA’s contracts and/or grants, including discretionary and programmatic incentive cooperative endeavor agreements, line item, interagency agreements, services contracts, public work bid contracts, other contracts and amendments thereof, ensuring compliance with all federal/state laws, regulations and administrative. The incumbent is responsible for approximately 225 – 250 on-going grants, ranging from $10,000 to $3,000,000 each. In addition, the public works bids can range from $300,000 to over $3 million each.

35% ADMINISTRATIVE

Directly supervises one Administrative Program Specialist C and one Administrative Program Specialist B.

Assists with recruiting, interviewing, and hiring subordinates, as well as the onboarding and training of new hires in the section.

Sets goals standards, and schedules for expected performance of employees. Monitors employee performance against the set goals and expectations.

Identifies and communicates key responsibilities and practices to immediate team members to promote a successful attitude for teamwork.

Analyzes internal processes and recommends and implements procedural or policy changes to improve the efficiency of the support section.

30% PROFESSIONAL CONTRACTS/GRANTS

Serve as source for information regarding contracts and/or grants, advising administrative officials and independently providing information and assistance to the Commissioner of Agriculture and Forestry, Deputy Commissioner, Confidential Assistant, Assistant Commissioner’s, Program Directors and Managers, Board and Commission Members, the Director of LAFA, Assistant Director of LAFA, and LAFA Board Members.

Act as liaison for contracts and/or grants with state and federal auditors, grant managers, program managers and other officials. Act as LDAF liaison to the Office of State Procurement, Civil Service, and Attorney General, facilitating the processing and approval of all contracts.

Participate in negotiation of contract and/or grant agreements.

Monitor and maintain system to manage flow of contractual agreements through the contractual review process, ensuring all necessary approvals are obtained. Review and analyze contractual requests ensuring compliance with statutory and regulatory requirements, and policies and procedures prior to obtaining all necessary signatures and required approvals.

Review and interpret state and federal laws, government rules and regulations, and LDAF and LAFA policies and procedures affecting the administration of contracts and/or grants.

Solicit grant funding and provide technical assistance to program personnel in the preparation of grant proposals and applications.

Maintain official original contract and/or grant agreements for all offices statewide. Maintain and manage the LaGov SRM procurement system, an automated procurement system used for contract and grant management for managerial and financial reporting.

Perform original entries, batch processing, reconciliations and all adjustments to contracts and/or grants management accounting records.

Prepare, develop, and monitor complex contract and/or grant agreements, applications, budgets, amendments, and sub-grant agreements in accordance with statutory and regulatory requirements, and LDAF and LAFA policies and procedures.

Assist administrative personnel in the preparation of contract and/or grant agreements, applications, budgets, amendments, and subgrant agreements. Review for consistency and conformance with statutory and regulatory requirements, and LDAF and LAFA policies and procedures.

Compile information and prepare reports and correspondence independently on complex matters relating to contract and/or grant agreements for LDAF and LAFA officials, Division of Administration, Legislative Auditor, Federal Agencies, Legislature, the media, and in response to public records requests.

Represent LDAF and LAFA independently in resolving contract and/or grant problems, conferring with officials when necessary and facilitate coordination. Recommend corrective action as necessary in accordance with statutory and regulatory requirements, and LDAF and LAFA policies and procedures.

Assists in the development of policy and uniform procedure recommendations in regard to contracts and/or grants.

Perform independent support functions as necessary to obtain all required documentation and attachments for contract agreements as required by the Office of State Procurement, follow-up any discrepancies between the Office of State Procurement and contractors regarding the required documentation and attachments.

Coordinate, draft, and administer Request for Proposals (RFP’s) and Request for Qualifications (RFQ’s) ensuring compliance with statutory/regulatory requirements, and in accordance with the requirements and criteria set forth in the RFP/RFQ solicitation. Enter RFP/RFQ data into the Louisiana Procurement and Contract Network (LAPAC). Write specifications and develop RFP’s, process public notices, implement RFP/RFQ evaluation process, guide selection committee in the RFP/RFQ evaluation process, proper contractor selection, award determination, and contract management. Accurately document the RFP/RFQ process.

Monitor executed contracts for compliance in coordination with program managers.

Review required progress reports and work products from program officials, sub-grantees, and contractors for adherence to statutory and regulatory requirements, and LDAF policies and procedures.

Prepare monthly reports for Division of Administration, Office of State Procurement, and the State Budget Office on all contracts.

Obtain and review performance evaluations after completion of a project to comply with state law within established time limits. Provide assistance to LDAF officials in preparation of performance evaluations.

Assist in planning, organizing, and conducting seminars to inform LDAF and LAFA personnel on a statewide basis of all contractual laws, regulations, policies, and procedures.

Participate in conferences and meetings for LDAF and LAFA as necessary for promulgation of contracts and/or grants.

Maintain working knowledge of all statutory and regulatory requirements and LAFA and LDAF policy and procedures regarding all contracts, bid solicitations, and awards.

20% PROCUREMENT

Serve as LAFA’s source for information on facility maintenance public work bids, advising administrative officials and providing assistance to the Commissioner of Agriculture and Forestry, Deputy Commissioner, Confidential Assistant, Director of LAFA, Assistant Director of LAFA, and the Assistant Commissioner of Management and Finance, and LAFA Board Members. LAFA is “exempt” from oversight and not regulated by the Office of Facility Planning.

Perform all functions involving the procurement of services for public work bids, including writing specifications and development of bids, processing of public notices, hosting public bid opening, award determination (low bidder), and contract preparation and management, ensuring compliance with statutory and regulatory requirements, and LAFA and LDAF policies and procedures, and ensuring compliance with the requirements and criteria set forth in the bid solicitation.

Review and analyze submitted bid documents to determine compliance and/or noncompliance relative to the state bid laws, state purchasing guidelines, and LAFA and LDAF policies and procedures.

Establish goals and objectives and monitor public work bids to ensure procurement process efficiency and effectiveness.

Maintain official original public work bids and contracts for LAFA.

Correspond with officials and contractors, verbally and written, to discuss bid requirements, contract terms, and change orders.

Work to resolve protests, problems and controversies concerning public work bid solicitations and awards. Determine recourse action where possible and prepare correspondence to begin the resolution process and seek review of LAFA and LDAF officials, and executive counsel as necessary. Provide statewide direction and guidance to officials in routine problem resolutions and explanation of current procurement laws, policies and procedures.

Maintain working knowledge of all statutory and regulatory requirements and LAFA and LDAF policy and procedures regarding all public work bid solicitations and awards.

Ensure personnel comply with laws, rules, regulations, policies, standards and procedures to ensure the integrity of the procurement function and to ensure that proper legal and budgetary requirements are met in regards to public work bids and contracts.

Participate in conferences and meetings as necessary for promulgation of public work bids.

15% BUDGET

Maintain contractual encumbrance system for LDAF contracts.

Research grant awards and state appropriation budgets to verify availability of funds, to ensure the costs claimed are allowable, and verify amounts for accuracy.

Perform close-out and de-obligate unexpended funds on officially closed contracts and/or grants.

Prepare BA-22's (Request for Authorization of Expenditures) for each contract overall percentage for total contract, amount budgeted in expenditure code, amount previously obligated and balance remaining for fiscal year, the program, activity, organization, object and reporting category. Submit BA-22's to the Division of Administration, Office of State Procurement and the State Budget Office.

Review and prepare multi-year report on all contracts in which the time of performance exceeds a 12-month period; respond to this report with a BA-22 rolling-over unexpended funds from one fiscal year to the next.

Provide assistance to fiscal management to ensure timely payment of invoices, including maintenance of contract budgets in the LaGov SRM statewide procurement system.

Review and process budget revisions on contracts entered into the LaGov SRM, changing funding categories within a fiscal year budget.

Develop appropriate payment schedules based on the total compensation of contractual agreements and funding availability (state and federal).

Monitor contract and/or grant budgets and advise officials of status. Prepare reports on the status of contract budgets (state and federal funds).

Performs other duties as requested.

Functional Requirements:

• Prolonged sitting at workstation with occasional breaks

• Light lifting

• Infrequent reaching above should height

• Infrequent bending or kneeling

  Environmental Factors:

• Working Indoors

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 the LDAF Nepotism Policy, do you have any immediate family members or relatives who are currently employed with the LDAF? Immediate family member is defined as children (blood, step, adopted), spouse, brother, sister, father, mother, sister-in-law, brother-in-law, daughter-in-law, son-in-law, mother-in-law and father-in-law. Relative includes immediate family members previously defined and also includes grandfather, grandmother, grandson, granddaughter, uncle, aunt, niece and nephew.

• Yes

• No

  02

  If you answered "yes" to the above question, please list the name of your immediate family member and/or relatives currently employed by the LDAF. If you answered "no" to the above question, enter N/A.

  03

  Are you currently a classified employee of Louisiana Department of Agriculture & Forestry serving with permanent status?

• Yes

• No

  04

  Do you have a valid Louisiana Driver's license?

• Yes

• No

  05

  The incumbent of this position may drive a state-owned vehicle during work hours. Office of Risk Management prohibits drivers with three or more moving violations in a one-year period from operating a state-owned vehicle. Based on this information, will you be able to operate a state-owned vehicle?

• Yes

• No

  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

http://agency.governmentjobs.com/louisiana/default.cfm

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