Job Abstract

LOCATION AND POSITION INFORMATION:

This position is located at State Parks Administrative Office in Baton Rouge, LA.

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.*

AN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:

• Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
• Displaying Expertise: The ability to exhibit specialized skills or knowledge gained from experience or training
• Using Data: The ability to use relevant and valid data to inform a recommendation for action.
• Demonstrating Persistence: The ability to achieve goals by overcoming adversity.
• Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.
• Following Policies and 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 Projects: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.
• Negotiating Agreements: The ability to reach a consensus when parties may have conflicting interests or perspectives.

Function of Work:
To perform responsible, administrative functions in support of an organizational unit.

OR

To manage a specialized departmental or statewide program.

Level of Work:
Advanced.

Supervision Received:
General from higher-level supervisory personnel.

Supervision Exercised:
May supervise 1-2 lower level personnel.

Location of Work:
May be used by all state agencies.

Job Distinctions:
Note: Agency impact, hierarchy, and reporting relationship patterns will be considered when making allocations to this level.

Differs from Administrative Program Specialist--B by the presence of a higher degree of complexity, impact, or independence in assigned duties and program areas.

Differs from Executive Staff Officer by the absence of responsibility for serving as special assistant to an Assistant Secretary or equivalent.

The Administrative Program Specialist C position is a professional specialist level role focusing on contract management for the Office of State Parks' headquarters and the 39 statewide field units within the Office of State Parks. The Administrative Program Specialist C operates at an expert level with the contracts process. Examples of responsibilities include acquiring necessary approvals to enter into an agreement, the development and drafting of documents, the coordination of department and agency reviews, overseeing the approval and execution of contracts, aiding project completion, and tracking payments. This position is responsible for contracts within an operating budget in excess of $32 million, as well as agreements related to the Act 729 State Parks Improvement and Repair Funds.

This position is multi-faceted and requires the ability to balance and prioritize multiple projects concurrently, The specialist must proactively manage proposals and deadlines, work collaboratively with site mangers statewide in developing contracts, and work on contracts in technical and diverse areas to ensure compliance with state and federal laws and regulations. The specialist will also draft vendor concession agreements to allow private businesses to operate on Office of State Parks' property, manage donations of historic buildings and artifacts, and procure engineering design services.

This position requires specialized knowledge and expertise related to contract management within the scope of the Office of State Parks' policies and procedures, laws, administrative code; regulations of the Division of Administration's State Purchasing Office, State Office of Risk Management; compliance with federal laws and regulations relative to the Randolph-Sheppard Act, the Hudson Initiative, and the Veteran's Initiative. The Administrative Program Specialist C must be knowledgeable in the Office of State Parks' entire contract process from an initial request to initiate a contract, through the development and drafting of documents, leading department reviews, seeking approvals, and execution of a contract. The specialist will also require knowledge in the creation of purchase orders, payments upon project completion, and performance evaluations.

55% Management of Contracts
• Serves as the official source within the Office of State Parks for information on contract , as well as requirements of general state procurement law and construction procurement law as dictated by Louisiana Revised Statutes Titles 34, 38 and 39
• Prepares, drafts, and monitors complex contracts, applications, amendments, leases, property closing documents, property or land donation documents, and gifts of deed in accordance with statutory and regulatory requirements and departmental policies and procedures
• Develops and effectively manages contracts including collaboration, drafting, submission, review, approval, and administration of contracts
• Assumes primary responsibility for development and execution of all contracts and proposals
• Manages all aspects of proposals and contracts to include creation, commitment, monitoring, and tracking to confirm deliverables are received
• Reviews requests for amendments, drafts, and processes amendments for execution
• Tracks compliance and reporting requirements for contracts, maintains documentation on submission of deliverables in order for payment to be made/received
• Performs interagency coordination of state and federal programs and contracts
• Guides site managers in developing proposals and scope of services for concession opportunities within the Office of State Parks
• Works with legal counsel, agency administration, site management, and originator of proposal
• Assists in drafts, develops, and prepares Requests for Proposals
• Provides technical assistance and consultation to site managers in preparation of contracts
• Creates and maintains excel spreadsheet and separate calendar to ensure all contract obligations are met on time
• Maintains contract records and documentation, such as receipt and control of all contract correspondence, contactor contact information, contract changes, status reports and other related documents for all projects
• Interacts with executive staff, legal counsel, State Purchasing Office, and external companies to monitor actions relevant to the agency's contracts
• Utilizes electronic signature software for contract approval and execution
• Interprets federal and state laws, rules, and regulations in regards to contracts

15% Administrative Support
• Works with legal counsel to ensure the agency is in compliance with all agency and departmental rules, regulations, and policies and procedures regarding contracts
• Assists legal counsel, and agency administration in developing procedures for contract management
• Prepares technical and status reports and maintains various databases, records and files to enhance agency decision making
• Prepares reports for administrators, legislative staff, fiscal staff, and legal counsel on status of contracts
• Monitors and organizes all active Public Private Partnership programs for payments and deliverables

15% Contract Monitor Oversight
• Acts as liaison between the agency, contract monitor, contractor, legal counsel, and other stakeholders to resolve outstanding issues
• Obtains, reviews, and documents submissions from contract monitors for performance evaluations on contracts after completion
• Maintains and updates contract monitors and legal counsel on status of contracts
• Assures contract monitors submit all required documents, reports, and payments in contracts
• Provides oversight to contract monitors to ensure proper contracts close out including performance evaluations, extensions, or renewals
• Creates weekly and monthly status reports on all current contracts

15% Fiscal Reporting
• Provides complete tracking documents on all funds associated with contracts
• Provides contract payment status to legal counsel
• Ensures appropriate payments associated with contracts
• Assists legal counsel in the authorization of payments or restriction of payment of contracts
• Performs audit with department fiscal staff to ensure proper close out including performance evaluations of contracts