Job Details

Administrative Program Specialist-B

At the Department of Public Safety (DPS), Public Safety Services (PSS), Office of Legal Affairs (OLA), we are driven by our mission to empower communities and improve lives by delivering responsive, inclusive, and forward-thinking public services. It is our privilege to serve the people of Louisiana with unwavering integrity, innovative solutions, and a deep commitment to equity.

Our Records Management Division (RMD) is currently seeking an Administrative Program Specialist-B (APS-B) to join our team. We are looking for someone who is proactive, people-focused, and truly enjoys working collaboratively. This role will serve as a specialist in various areas related to public records. This includes expertise in Louisiana Title 44, Louisiana Title 32, and the Freedom of Information Act, among other relevant areas. If you're passionate about public service and eager to make a meaningful impact, we encourage you to consider this opportunity.

An ideal candidate should possess the following competencies:

Selected Core Competencies:

Accepting Direction: The ability to be open and willing to follow guidance or instructions.

Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.

Driving Results: The ability to set and pursue goals, maintain focus amid competing demands, and deliver results.

Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.

Making Accurate Judgements: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.

Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.

Selected Preferred Competencies:

Adapting to Change: The ability to demonstrate flexibility in thoughts, behaviors, and actions in response to evolving circumstances or unexpected change.

Communicate Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.

Displaying Professionalism: The ability to uphold workplace standards through consistent conduct, responsible communication, and consideration for others.

Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers.

Minimum Qualifications:

Four years of experience in administrative services; OR Six years of full-time work experience in any field plus one year of experience in administrative services; OR A bachelor's degree plus one year of experience in administrative services; OR An advanced 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 and Other Information:

Job Duties:

This position is located in the Office of Management & Finance/Office of Legal Affairs, Records Management Division (RMD) to perform professional level administrative functions. The RMD will be responsible for the management of Department Public Records Requests, Records Retention and Litigation Holds processes. The incumbent of this position will be required to have succinct skills in the interpretation and application of the Louisiana Public Records Act, Title 44, Chapter 1 and Chapter 5 and the to ensure adherence to laws, rules and regulations regarding retention and destruction of public records.

• Assist in the design of appropriate goals and performance standards including department policies and procedures, establishing productivity reporting criteria and procedures to monitor performance metrics, and in records retention and destruction laws and rules.
• Provides strategic planning, expertise, and increased coordination for formulating and institutionalizing the agency-wide Records Management Program. Knowledge of federal and state laws, regulations, and standards for management of public records. The point of contact regarding public records retention and destruction and provides guidance and expertise to constituents in support of compliance to the law.
• Monitors incoming requests, identifies appropriate sources of information, redacts confidential information, and oversees the submission of responses. This position will receive general supervision from the Records Management attorney and will perform administrative duties of a reasonable and complex nature.
• Oversees, coordinates and ensures requests to inspect Louisiana State Police records are responded to in a timely manner; identifies sources of information and communicates with constituents at all levels to facilitate appropriate responses within statutory deadlines.
• Serves as a primary point of contact for all internal and external constituencies regarding requests for public records. Provides consultation and guidance to constituents and leaders regarding compliance with federal and state regulations regarding the release of public records.
• Collaborates with legal counsel to ensure responses comply with all appropriate exceptions; uses effective judgment to redact confidential information for public records where protected by federal or state laws.
• Monitors and manages the public records portal for incoming requests and tracks pending responses; writes responses to requests, as appropriate, and oversees the compilation, review, and release of public records. Participates in the development and execution of departmental goals and objectives
• Provides assistance, along with legal staff, in training records custodians regarding public records requests.
• Provides supplemental and auxiliary support to the Public Records Request Administrator with triaging and assigning PRRs through the Department's online portal.
• Performs miscellaneous job-related duties as assigned.

Position-Specific Details:

Appointment Type: Probational, Promotional, or Job Appointment

Career Progression: This position does not participate in a Career Progression Group.

Work Schedule: Work hours are 8:00 AM to 4:30 PM, Monday - Friday.

Compensation: The salary offered will be determined based on qualifications and experience. Louisiana is a State as a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.

How To Apply: To apply for this vacancy, click on the "Apply" link 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 their position 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: Department of Public Safety ATTN: Human Resources/Ariyana Perkins P.O. BOX 66614 Baton Rouge, LA 70896 Email: DPSEmployeeAdministration@la.gov