Administrative Program Manager

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.  
About this position:
This position is located within the Louisiana Department of Health / Medical Vendor Administration / Eligibility Field Operations/ Tangipahoa Parish

 
Announcement Number: MVA/PJ/194509
  Cost Center: Position Number(s): 150425
 
This vacancy is being announced as a promotional position and will be filled as a promotional appointment of a current Classified LDH employee. AN IDEAL CANDIDATE SHOULD POSESS THE FOLLOWING 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.
Adapting to Change: The ability to adjust plans, expectations, and behaviors in response to change.
Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity. 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. * 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 .   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.
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.
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 insurance eligibility, 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. 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. Manages and request funds for the postage meters, Business Reply Mail accounts and fees and post office costs.
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. 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. 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. Maintains petty cash and prepares paperwork when necessary. 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 cell phones, long distance
expenditures, and MiFi boxes, etc.
Provides orientation and ongoing assistance to supervisors and managers in areas of
administrative management. Assist managers by monitoring employee annual trainings. Evaluates training needs of the regional office and provides and/or arranges training through CPTP or other approved vendors. Recruits, selects, and invests in a talented staff of Administrative Coordinators and student workers. 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. Responsible for building teamwork within EFO including instilling trust, engaging in healthy conversation, establishing goals, holding staff accountable, and seeing efforts thru to results. 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. Plans and conducts staff meetings to increase productivity levels. Prepares and completes orientation activities 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.