MINIMUM QUALIFICATIONS:
A baccalaureate degree plus two 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.
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