This is a promotional opportunity for current permanent classified DOTD employees only.
About This Position
This position reports to the Administrative Program Director 3. Manages the administrative programs and support functions for the District. Incumbent is responsible for the District Business Office which supports 421 personnel with an operating budget of $34 million. District 03 maintains 5,252 miles of Federal and State roadways in eight (8) parishes with an inventory of equipment in excess of 400 pieces, of which is responsible for high level work in the following areas: purchasing, payroll, fiscal management, inventory control, budget, property control, records management, data processing, facility management, special projects and contracts. The incumbent ensures compliance with all DOTD policies/procedures, as well as State and Federal Laws/Regulations.
The Administrative Program Manager 3 must be self-motivated, be able to perform duties independently with limited supervision, is expected to exercise a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations that may arise. Incumbent participates in DOTD structured training programs as appropriate and attends all continuing education classes and conferences deemed necessary to facilitate the performance of required tasks.
Please visit our DOTD Career Center for more information about our agency:
No Civil Service test score is required in order to be considered for this vacancy.
Please list all work experience on the application. Failure to include all work experience may affect your eligibility for this position.
Resumes will NOT be accepted in lieu of completing the work experience sections of the application.
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
“The Louisiana Department of Transportation and Development (DOTD) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities. DOTD does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any type.”
For Further Information About This Vacancy Contact
Lynn Reed, Dawn Soileau, or Lela Babineaux
DOTD-District 03
Human Resources
(337) 262-6100
Minimum Qualifications
MINIMUM QUALIFICATIONS:
Six years of experience in administrative services; OR
Six years of full-time work experience in any field plus three years of experience in administrative services; OR
A bachelor's degree plus three years of experience in administrative services; OR
An advanced degree plus two years of experience in administrative services.
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 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
Job Duties & Responsibilities
60% Budget/Fiscal Management
This position is authorized to sign and conduct budget matters pertaining to District 03. Responsible for daily reconciliation of expenditures against the budget, ensuring the District operates within its allocated funds. Identifies and resolves issues/discrepancies with Financial Services. Develops and monitors District tracking systems (spreadsheets/databases) in compliance with Operational Directives. Prepares budget projections/analysis for 37 number of Administrative Units by monitoring expenditures using spreadsheets/databases and LaGov reports. Analyzes historical budget data to identify trends for preparation and submission of annual budget request.
Serves as District’s financial subject-matter-expert concerning cost coding for all payable and procurement documents, including but not limited to Cost Center, Fund, and General Ledger information. Independently manages, approves, signs, and supervises the preparation and transmission of all payment documents; such as expense accounts, purchase order payables, monthly fuel reports, and contract payables. Manages LaCarte Procurement Card purchases for the District, with secure online access to the online bank system for the distribution of charges. Develops and implements the process/procedures for procurement and accounts payable sections within the District, ensuring effective and efficient process flow in compliance with Generally Accepted Accounting Principles (GAAP).
Responsible for the establishment and maintenance of internal recording and control procedures involving the collection, evaluation, preparation, reconciliation, processing, and submission of 11,000 District documents to DOTD Headquarters.
In the absence of the ADA of Business, serves as the approval authority for all post-pay period payroll activity within AGILE/PTMW, including but not limited to processing of Prior Period Adjustments (PPAs) and approval of work orders.
Implements and monitors District payroll process, including the review and audit of payroll for 415 employees to ensure accuracy and compliance with DOTD, State, and Federal guidelines. Responsible to oversee the transmission of payroll data; examining and reviewing payroll via PTMW, Plant Maintenance (PM), and AGILE systems ensuring compliance with Federal Labor Standards Act (FLSA). Collaborates with District Timekeepers and Managers to ensure corrections are submitted accurately and in a timely manner.
30% Procurement/Inventory
Oversee District Buyers in the procurement process, ensuring compliance with DOTD Procurement regulations.
Controls the operation, management, receipt, and disbursement of approximately $2.1 million consumable goods. Directs establishment of inventory control measures, ensuring goods and services are receipted and adequately accounted for within District guidelines.
Conducts annual physical inventory of consumable goods. Analyzes and identifies anomalies, making necessary adjustments to bring inventory balance to physical count. Collaborates with District Management ensuring corrective action is taken and control measures are put in place. Directs the use of various reports in LaGov to reconcile the inventory balances throughout the year, working closely with Administrative Units to take corrective action as necessary. Determines optimal inventory levels for planned work.
Oversees and establishes property control inventory procedures and ensures that district property is managed in a proper fashion. Analyzes and identifies anomalies, giving direction and ensuring control measures are implemented. Will work with property manager to ensure administrative units follow set standards. Collaborates with District Management ensuring control measures are implemented.
5% Administrative
Serves as Signatory Authority as required and is responsible for the administration of District Switchboard functions.
Responsible for providing adequate training opportunities for assigned District personnel, concerning procurement, payables, and payroll processes as defined in Agency Policy and Procedure, and Business Manuals.
5% Miscellaneous Duties:
May be required to perform other duties as necessary including, but not limited to, emergency/disaster support activities, Worker’s Compensation, and FMLA.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Project Management and Information Technology
Industries
Government Administration
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