Admin Program Specialist

About This Job

Jefferson Parish Human Services Authority (JPHSA) is a special parish district created by the Louisiana Legislature in 1989. JPHSA provides Behavioral Health, Developmental Disabilities, and Primary Care services and supports to the residents of Jefferson Parish.

Under the direct supervision of the Deputy Director, the Administrative Program Specialist is responsible for providing high-level administrative support within the organization (administrative and service area), ensuring that the intricate details of daily operations are managed efficiently and systematically. managing complex tasks and facilitating smooth communication across various departments. Incumbent emphasizes a strategic approach to managing workflows, resources, and information systems.

The incumbent implements and refines protocols that enhance productivity and compliance. They are proficient in a range of technical and managerial competencies, often including advanced proficiency in office software, project management, and data analysis. The incumbent fosters an environment of operational excellence, where proactive problem-solving and meticulous attention to detail are paramount.

The Ideal Candidate Will Possess The Following Competencies:

• Special Projects: Oversee or participate in strategic initiatives, tracking project milestones, and reporting to leadership. Works closely with the Chief Strategic Officer on these initiatives
• Policy Development: Research, draft, and implement departmental procedures and manuals to optimize organizational efficiency
• Data Analysis: Aggregate complex data, draft statistical reports, and present findings clearly to stakeholders

Minimum Qualifications

Three years of experience in administrative services; OR

Six years of full-time work experience in any field; OR

A bachelor's degree.

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 Specification

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties

Job Duties and Other Information

As An Admin Program Specialist, You Will

• Assist in the preparation of regularly scheduled reports and ensures information integrity
• Provide general support and coordination to visitors and employees
• Develop and implement office procedures to improve efficiency
• Organize and facilitate company events and meetings
• Coordinate with other departments to ensure seamless operations
• Handle confidential and sensitive information with discretion
• Monitor office expenditures and assist in budget preparation
• Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content
• Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts
• Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines

Position-Specific Details

Appointment Type: Probational, Promotional, or Job Appointment

Career Progression: This position participates in a Career Progression Group and can be hired as an Admin Program Specialist A, B, or C

Work Schedule: Work hours are 8:00 AM to 4:30 PM, Monday - Friday, with some flexibility as needed to accommodate the needs of the individuals served.

Compensation: The salary offered will be determined based on qualifications and experience.

• Note regarding the advertised pay range: The maximum amounts listed are the maximum salary amounts a person can make over their career and not the maximum amount we are allowed to pay a new hire.

How To Apply

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.

Information to support your eligibility for the position must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections. Applications may be rejected if incomplete.

Contact Information

For further information about this vacancy, contact:

Enjoli Lewis

Jefferson Parish Human Services Authority

3616 S. I-10 Service Road West, Metairie, LA 70001

***email_hidden***

504-838-5426

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity to make a difference through 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.

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 at https://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 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

DR: Driving Results - How well do you set goals, stay focused, and follow through—especially when faced with challenges or competing demands?

• I struggle to set direction, miss deadlines, avoid challenges, or resist feedback.
• I set basic goals, make some progress, and accept feedback when supported.
• I set clear goals, stay focused, take ownership of results, and use feedback to improve.
• I set bold goals, lead progress, push through setbacks, and help others learn from challenges.

DR: Driving Results - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

MPr: Managing Projects - How well do you plan and manage projects to meet goals, timelines, and deliverables?

• I struggle to plan or coordinate projects and often have difficulty managing teams, resources, or communication.
• I complete basic project tasks with support, but I may miss deadlines or struggle to resolve issues.
• I create project plans, manage risks, work well with teams, communicate clearly, and track progress against milestones.
• I lead large or complex projects, plan ahead for risks, guide others, and use lessons learned to improve future project outcomes.

MPr: Managing Projects - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

MR: Managing Resources - How well do you manage financial, physical, or contractual resources to meet operational needs?

• I struggle to manage resources, don’t always follow required procedures, or have trouble keeping accurate records.
• I handle basic resource tasks but may not consistently align them with priorities or follow procedures.
• I manage resources effectively, follow procedures, track usage, and maintain accurate records to support my team’s goals.
• I plan ahead to meet future needs, improve systems, strengthen vendor relationships, and ensure compliance across resource areas.

MR: Managing Resources - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

• Required Question