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ADMINISTRATIVE PROGRAM DIRECTOR 4

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ADMINISTRATIVE PROGRAM DIRECTOR 4

Salary

$5,477.00 - $10,740.00 Monthly

Location

Baton Rouge, LA

Job Type

Classified

Job Number

811-24-033

Department

DOC-Prison Enterprises

Opening Date

06/26/2024

Closing Date

7/3/2024 11:59 PM Central

• Description

• Benefits

• Questions

Supplemental Information

Louisiana Department of

Public Safety & Corrections –

Corrections Services

www.doc.louisiana.gov

DEPARTMENT OF CORRECTIONS – PRISON ENTERPRISES

Baton Rouge, LA

THIS POSITION WILL BE FILLED AS A PROBATIONAL APPOINTMENT

or PROMOTION OF A PERMANENT CLASSIFIED EMPLOYEE

OF LOUISIANA STATE GOVERNMENT (State Employee)

This position may be filled as:

• DETAIL: The selected employee may be required to serve a trial detail prior to being permanently promoted.

• PROBATIONAL APPOINTMENT: Current permanent status classified State employees may be required to accept a probational appointment, if selected.

• TEMPORARY JOB APPOINTMENT: This position may be filled by temporary job appointment. If filled as a temporary job appointment, should a permanent position become available, the employee may be converted to a probational appointment.

Why work for DOC? (https://doc.louisiana.gov/about-the-dpsc/careers-in-corrections/)

• Culture: DOC values and supports employees through numerous recognition programs, creating a sense of community, prioritizing internal promotional opportunities, clear communication, and professional development.

• Growth: Professional growth is encouraged at DOC through numerous avenues.

• Benefits: DOC offers a generous benefits package including; a defined benefit pension plan, health insurance that is also available post retirement, at least 10 paid holidays, sick and annual leave that rolls over from year to year, paid or time off accrued for hours worked over 40 per week, a deferred compensation plan, a flexible benefits plan, alternate work schedules, etc. Alternative work schedules including 4/10’sMAYbe an available benefit for certain positions upon meeting the policy requirements.

  Exams and License Requirements

• No Civil Service Test Score is required in order to be considered for this vacancy.

• Any degree, certificate, special license, or DD-214 must be verified by official documentation prior to hire.

• Any qualifying experience that is based on college credit/college hours should have an accompanying transcript for verification.

• Failure to provide your qualifying work experience may result in your application not being considered.

• 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.

  REVIEW YOUR APPLICATION TO MAKE SURE IT IS CURRENT.

• IMPORTANT: In the supplemental questions section,applicants must authorizethe HR Office of DPS&C-Corrections Services to contact prior employers to check references under thePrison Rape Elimination Act (PREA),to be considered for employment, by answering ‘YES’ to the PREA question.

• Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

• There is no guarantee that everyone who applies to this posting will be interviewed. The hiring supervisor/manager has90 days from the closing dateof the announcement to make a hiring decision. Specific information about this job will be provided to you in the interview process, should you be selected.

• 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.

• This Agency is a Drug Free Workplace.

• To view and apply to any of our other postings we currently have available, click HERE.

  The Louisiana Department of Public Safety and Corrections - Corrections Services is an Equal Opportunity Employer and does not discriminate based on any non-merit factor including disability.

  For further information about this vacancy contact:

Monique Thomas and Jane Brown

Human Resources Department

(225) 342-5084 or (225) 342-6664

Fax: 225-342-5968

Minimum Qualifications

MINIMUM QUALIFICATIONS:

A baccalaureate degree plus five 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.

Job Concepts

FUNCTION OF WORK:

To direct complex and diverse administrative programs and support functions at the department or central authority level.

LEVEL OF WORK:

Administrator.

SUPERVISION RECEIVED:

Administrative direction from an agency administrator or executive.

SUPERVISION EXERCISED:

Direct over 2 or more lower-level positions.

LOCATION OF WORK:

May be used by all agencies.

JOB DISTINCTIONS:

Administrative Program Director jobs within this job series differ by a combination of organizational hierarchy, independence, complexity and scope.

Administrative Program Director 4 positions differ from those allocated to the job of Administrative Program Manager 4 by the presence of directing administrative programs and support functions and by the supervision exercised.

Administrative Program Director 4 positions differ from those allocated to the job of Deputy Undersecretary by the absence of statutory designation.

Examples of Work

This position serves as the administrator over all business and related functions for Prison Enterprises (PE) and coordinates numerous projects for the agency.

PE is an ancillary "Enterprise Fund" within the Department of Public Safety and Corrections, Corrections Services, with a current annual operating budget of nearly $34 million. PE manages industrial, agricultural, retail and service operations by utilizing offender labor for the production of goods and services. PE also administers the Prison Industry Enhancement Program by the authority of the U.S. Department of Justice. Our products and services are offered for sale to tax supported entitles throughout the state of Louisiana.

PE is a very diversified agency composed of more than 45 industrial manufacturing, agricultural, retail, service, and support units at 10 facilities throughout the state. Its operations are funded entirely by self- generated revenues through sales of goods and services. Revenues as well as procurement of supplies for manufacturing, inventories, and fixed assets can reach $29 million annually. In addition, the agency is responsible for the management of existing assets that exceed $27 million in cost including over $15 million in fixed assets and over $6.8 million in inventories. Retained earnings and contributed capital exceed $14 million.

Prison Enterprises utilizes J.D. Edwards Financial Software, a multi- faceted, stand-alone accounting package, separate from the ISIS system, to account for all of its financial and operational transactions. PE is accredited by the American Correctional Association under the Performance Based Standards for Correctional Industries.

Administration

Functions as an integral part of PE's administration. Confers with Director and Deputy Director in the development and preparation of the Five-Year Strategic Plan. Develops, implements, and monitors the strategic plan for Financial, Marketing, and Administrative Services. Establishes goals and objectives, develops action steps and timetables, and monitors the progress toward the achievement of goals. Oversees the development of procedures, policies, and implementation of procedures for all functional areas. Manages the communication and coordination of effort among the individual units {e.g. marketing and sales with production, inventory control, accounting, and purchasing) whose functions are interdependent. Meets regularly with Executive Staff members to provide input and analysis on administrative, management, and production issues, and to exchange updates and recommendations on activities, and to prevent or resolve problems in all areas of PE operations. Responds to matters related to general administrative, financial, and human resources issues, and also responds to other matters that would normally be referred to the Director that arise and need immediate attention. Works with Department of Corrections Executive Staff. Wardens, etc. on a regular basis to analyze their needs and requests and to update them on PE operations. Attends monthly Board of Directors meetings to present fiscal and other information and data requested by the Board. Attends Legislative Committee Meetings regarding budget approval and other issues concerning PE. Oversees the acquisition and implementation of new technologies as relates to the business and administrative function of PE and well as providing review and analysis of larger production equipment purchases.

Contracts and Private Sector Agreements

Negotiates the establishment and implementation of contractual services provided to PE including Management Consulting, Veterinary, Marketing, and Other Professional Services contracts on at least an annual basis. Oversees the implementation of Engineering and Architectural Contracts maintained for institutional use. Negotiates and amends service contracts between PE and other Agencies for services including janitorial, grounds-keeping, and other labor-intensive requests, Contracts are expanded and renegotiated regularly to provide for additional services and changes In cost or function. Regularly works with wardens of Institutions providing offender labor for these contracts regarding budgeting of

interagency transfers and coordinating placement and movements of Correctional Officers and offenders in properly administering these contracts

Oversees establishment and maintenance of Private Sector Partnerships and Prison Industry

Enhancement (PIE) Programs. Implements policies and procedures to ensure compliance with Cooperative Endeavor agreements and U.S. Department of Justice, Bureau of Justice Assistance guidelines for PIE Programs. Organizes and prepares documents for PIE Program audits every several years as a requirement to maintain certification in the program.

Information Systems Management

Manages and directs all data processing functions at PE Headquarters and the outlying units.

Oversees the operations of the J.D. Edwards Financial Software package, RF Smart Inventory software, and the IBM Series computer, as well as all Personal Computers throughout the Prison Enterprises network. Weighs the need for new technologies versus the costs and implementation issues. Evaluates and recommends purchases of new equipment Including servers, software upgrades, and new software. Administers and directs procurement of new technology and establishes the timing and implementation of such. Responsible for the data processing work of the PE staff, as well as contracted data processing professionals.

General Miscellaneous Duties

Makes provisions . for the resolution of routine and extraordinary problems related to the

headquarters physical plant, distribution warehouse, equipment maintenance and repair, and other issues that may arise in the day-to-day operations of the headquarters facility. Conducts staff meetings for fiscal/administrative personnel on a regular basis for dissemination of new information and to assess field level feedback.

Analyzes proposals for new and expanded operations In order to provide recommendations and financial scenarios by projecting revenues and expenses, including cost of goods sold, personnel, depreciation, and other operating costs. Formulates Cash Flow Analysis to include capitalization and other costs for respective proposals. Determines the availability of a sufficient market for new items or programs through Market Analysis including the stage of proposed product life cycles. Coordinates the yearly Office of Risk Management Loss Prevention Audit and for meeting the guidelines of the State Loss Prevention Program through development and maintenance of the facility Operational Safety Plan. Also responsible for communicating and complying with the Office of State Fire Marshall's annual Inspection of the PE Headquarters office and warehouse facility and resolving any deficiencies.

Directs the preparation and analysis of data used to meet ACA Performance-Based Standards for Correctional Industries and establishes performance indicators and the necessary calculations and reports as required. Creates and implements policies and procedures to accurately and consistently capture appropriate information and data for future reporting purposes for requirements of ACA accreditation, Legislative Auditor audits, DOC Departmental Regulations, etc.

Oversees the weekly reporting, data entry, and payment of Offender Incentive Wages in

accordance with applicable DOC Department Regulations for offenders in PE programs. Also

monitors the institutional policies for compliance with same and Is responsible for having

payments processed for all eligible offenders to the proper funds and categorizing of the Incentive wages within the financial statements.

Fiscal Administration

Administers Accounting function by overseeing the Accountant Manager 2. Manages the financial planning and cash flow. This function Is one of the major areas where financial management in PE diverges from other public agency accounting. It Includes the constant management of the accounts receivable, accounts payable, and inventory functions as well as the daily oversight and movement of the cash balance at the State Treasury and a private bank. Included is responsibility for payroll management for the PE division, Analyzes requests for large Individual inventory purchases and approves as appropriate.

Oversees the preparation of overall and individual PE unit budgets, which includes analysis of issues and related dollars to be considered in forecasting future revenues and expenses on which the operating budget must be based. A comprehensive budget Is developed and submitted to appropriate governing bodies. Due to the nature of our business, considerably more discretion and flexibility is exercised In the management of the budget. Confers with Department of Corrections and Division of Administration, Office of Planning and Budget personnel on a regular basis In regard to budget forecasting, performance Indicators, and other major budget Issues. Attends and testifies at Legislative committee meetings regarding the budget.

Oversees all fiscal year-end processing issues in coordination with the Office of Statewide Reporting and Accounting policy directives. Coordinates scheduling of year-end physical inventory counts between all sections of PE and outside Interests in order to ensure a reliable and accurate physical count and to accommodate personnel and travel scheduling requirements, as well as facility access. Manages the processing of physical inventory counts and year-end adjustments within the software system and performs analysis of any deviances.

Directs activities relating to the collection of past due and written-off accounts receivable and reports on same to the Attorney General's Office. Analyzes and recommends individual accounts for potential write-down and further collection actions.

Manages the reporting of the financial results of operations for the more than 50 separate cost centers using Generally Accepted Accounting Principles (GAAP) and complying with all related statewide reporting requirements, This Includes the preparation of accrual based financial statements that require various types of complex accounting (retail, manufacturing, service, grain crops, breeding animals, orchards, etc.) in order to meet GAAP. Manages the timely preparation of the proprietary fund type annual fiscal report for each fiscal year including all supporting policies and documentation for inclusion In the State of Louisiana Comprehensive Annual Fiscal Report.

Procurement and Purchasing

Administers Purchasing function headed by the Procurement Specialist 3. Oversees purchasing and procurement of all materials and services required for PE to operate, Includes developing bid specifications, solicitations for bids, awarding of bids for equipment, raw materials and contractual services within the State Purchasing Guidelines. Consults with various State Purchasing Agency personnel regarding various aspects of PE purchasing issues Including unique purchasing requirements for cattle and other products.

Manages and directs the acquisition and maintenance of physical assets at the various PE units. Responsible for monitoring state moveable property items, including industrial and farm equipment, livestock vehicles, computers, etc., In accordance with Louisiana Property Assistance Agency rules and regulations. Investigates any discrepancies that arise and responds to all issues Involving property. Also, oversees preparation of insurance reimbursement claims and monitors such.

Inventory and Headquarters Warehouse

Establishes and monitors inventory levels at Individual units (including raw material, work-in- process and finished goods) based on cash flow, market demand, and lead times. Management of inventory is another area where, In an organization sustained by self- generated funds from sales, Inventory management diverges from most public agency inventory management. It requires close coordination with Production as to the need for additional inventory and Sales and Marketing to assure that Inventory Is available. Oversees the management of the centralized warehouse at PE Headquarters.

Marketing and Sales Management

Administers the marketing function headed by the marketing manager. Oversees the marketing and sales of specialized services and more than 1,000 manufactured and agricultural products to state and local government agencies and on the open market. Oversees market research to explore new product areas and the comparison (benchmarking) of competitors' products with regard to quality, pricing, and feasibility of production, or changes to existing products to meet current demand. Responsible for marketing and sales of a diverse product base, including new and refurbished office

furniture and chairs, school desks, garments, cleaning products, printing, signs, license plates, fabricated metal products, mattresses, brooms and mops, refrigerated and frozen foods, canteen items, and janitorial and grounds keeping services amounting to over $29 million in sales per year to local, national and foreign markets. Builds contacts with executive agency staff, sheriffs, wardens, school boards, and others to promote PE and Its products. Makes determinations as to attendance of PE at national and local trade shows as an exhibitor and/or for Information gathering and educational purposes.

Develops and oversees preparation of the Business Plan including the Marketing Plan along with interim plans of action. Performs analysis of PE's overall position and Its position in individual markets. Develops plans that help the agency meet its goals while considering current capabilities including personnel, offender labor, factory capacities and the need for new production technologies versus costs In order to remain viable in the market. Conducts market research and develops business plans for proposed new operations.

Oversees preparation of bids for large projects of governmental entities including Office of Facility Planning, Individual agencies, local governments, and quasi agencies. Consults directly with agency heads and product manufacturers in development and selection of product designs where required to meet the project specifications.

Legal Programs

Directs all activities of PE regarding legal issues. Monitors all federal and state statutes, codes, legal opinions, and other regulatory requirements affecting PE. This includes identifying and determining what Issues require research and gathering the appropriate data and organizing in such a way as to facilitate research, as well as providing guidance as to what questions are expected to be resolved and what documentation and reports will be required. Interprets how this information affects PE's operations and communicates such to superiors and staff, as well as to appropriate customers and others to whom PE operations-must be described or explained, including Legislators, Auditors, Other Agency personnel, etc. Also, works with other staff in promulgating rules per statute through the Louisiana Administrative Code and continually works to incorporate statutes, codes, etc., and their Interpretations into Prison Enterprises Policies & Procedures.

Responds to all incoming legal documents and challenges and directs appropriate staff in

responding to requests, subpoena's, lawsuits, etc. Informs Director and DOC Undersecretary of such issues and coordinates formal responses with DOC Legal office.

Communications

Confers with executive level personnel of agencies and other entitles such as the Division of

Administration, members of the legislature and others in order to educate and advise them as to PE's position (purpose for) and opinion on various topics, issues of concern, and the resolution of associated problems with PE's best interest in mind. Coordinates 1esi:n ass to requests from above entitles with the Director, Deputy Director and others regarding numerous issues including legal, procurement, sales, customer base, operations, etc. Consults with DOC Legal Counsel on questions of law that arise as necessary. Also coordinates timing and schedule resolution of findings or concerns of Legislative Auditor during the yearly Financial and Compliance audit arid other scheduled and occasional audits conducted by the Legislative Auditor (Performance, Investigative. Special), the Office

of Risk Management, ACA, Fire Marshal, etc.

Testifies at Legislative committee hearings regarding the annual budget (including interim budget adjustments) and PE operations and as required by other subject matter, and upon request of the Director or DOC Undersecretary. Coordinates the gathering of requested information, develops reports and analyzes, Interprets, and presents all business related Information in various formats.

Oversees compilation of and monitors all national, local and other survey request information regarding PE operations for accuracy and consistency In data. Informs and educates, with regard to Prison Enterprises operations, other executive level personnel of agencies arid other Entities, including the members of the Legislature, Secretary and Undersecretary of the Department, Wardens, Prison Enterprises Board, Office of the Legislative Auditor, Office of Slate Purchasing, Division of Administration, National Correctional Industries Association, numerous professional organizations, the news media, and others.

Research and Reports

Oversees and analyzes research of specific issues and problems in order to develop

recommendations or solutions and to manage their implementation. Conducts research to provide information and reports as requested by Prison Enterprises Director, the Legislature, Office of Information Services, the Secretary, the Undersecretary, Prison Enterprises Board, Office of Statewide Reporting and Accounting Policy, Office of the Legislative Auditor, CMI Service, State Purchasing. Office of Risk Management, and others.

Reports on appropriate aspects of ACA Performance-Based Standards for Correctional Industries as relates to the business aspects of Prison Enterprises and issues regarding associated offender labor. Oversees compilation and submission of quarterly report to Bureau of Justice Assistance regarding Prison Enterprises Prison Industry Enhancement (PIE) programs.

Perform other duties as requested.

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough 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.

As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:

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 athttps://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 (https://lasersonline.org/wp-content/uploads/2016/07/Your_Retirement_System.mp4) 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

  01

  Are you currently a permanent classified employee of Louisiana State Government (STATE EMPLOYEE)?

• Yes

• No

  02

  If you have previous employment in a community confinement center, jail, lockup or prison, the Prison Rape Elimination Act (PREA) requires Corrections Human Resources to contact those employers prior to hiring any applicant for information on substantiated allegations of sexual abuse or any resignation during a pending investigation of an allegation of sexual abuse. Do you authorize the Human Resources Office of the Department of Public Safety and Corrections, Corrections Services, to contact any of your prior employers, whether listed on your employment application or not, to ascertain information required by the Prison Rape Elimination Act, Part 115 of Title 28 of the Code of Federal Regulations? I understand that prior to any offer of employment by the Department of Public Safety and Corrections that such information must be obtained. IMPORTANT: I also understand that if I do not authorize such contact, I will not be eligible for employment with the Department of Public Safety and Corrections. Should I be appointed from this announcement, I also understand that this authorization will remain valid for the duration of my employment with the Department of Public Safety and Corrections. Questions should be directed to Human Resources as noted in the Supplemental Information section of this job posting.

• Yes, I understand. You may contact my employers, past or present.

• No. Do not contact my employers, past or present, and DO NOT CONSIDER ME as a candidate for employment.

  03

  How did you hear about this position?

• Civil Service Website or social media

• Recruitment Event

• Newspaper Ad

• DOC Website

• DOC Employee Referral

• LinkedIn

• Indeed

• ZipRecruiter

• Glassdoor

• Monster

• Facebook/Instragram

• Twitter

• Other

  Required Question

Agency

State of Louisiana

Address

For agency contact information, please refer to

the supplemental information above.

Louisiana State Civil Service, Louisiana, 70802

Phone

(866) 783-5462

Website

http://agency.governmentjobs.com/louisiana/default.cfm

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