This position serves as Administrative Program Specialist A or B for the Accounting Department at Villa Feliciana Medical Complex, an acute and long-term care hospital whose mission is to operate health care programs, which provide medical care and treatment for residents with acute, sub-acute, and chronic illnesses and/or disabilities resulting from trauma or genetic defects

The position may be filled by a probation, or a promotion of a permanent state employee.

A Resume will not be accepted in lieu of work experience. An application may be considered incomplete if the work experience and education sections are not completed.

All candidates for hire must undergo drug screening and may require additional background check(s).

There is no guarantee that all applicants will be interviewed. The hiring manager has 90 days from the closing date of the announcement to make a hiring decision. Should you be selected for an interview, you will be notified by the contact information listed on your application.

This position is located in East Feliciana Parish, Jackson, Louisiana.

Applicants must have Civil Service test scores for PLE EXAM in order to be considered for this vacancy unless exempted by Civil Service rule or policy. If you do not have a score prior to applying to this posting, it may result in your application not being considered.

Applicants without current test scores can apply to take the test here.

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.

For further information about this vacancy contact:

OAAS/Villa Feliciana Medical Complex
Terrie David, Lacey Hurst, Sara Barton or Marianne Covington, HR Dept.
P. O. Box 438, Jackson, LA 70748
Phone Number 225-634-4011

Function of Work:
To perform responsible, administrative functions in support of an organizational unit.

OR

To manage a specialized departmental or statewide program.

Level of Work:
Entry.

Supervision Received:
General from higher-level supervisory personnel.

Supervision Exercised:
May supervise 1-2 lower level personnel.

Location of Work:
May be used by all state agencies.

Job Distinctions:
Note: Agency impact, hierarchy, and reporting relationship patterns will be considered when making allocations to this level.

Differs from Administrative Coordinator 4 by the presence of professional duties that involve a variety of administrative functions or responsibility for a specialized departmental or statewide program.

Differs from Administrative Specialist-B by the absence of a moderate degree of complexity, impact, or independence in assigned duties and program areas.

This position serves as Procurement Specialist for the Accounting Department at Villa Feliciana Medical Complex, an acute and long-term care hospital whose mission is to operate health care programs, which provide medical care and treatment for residents with acute, sub-acute, and chronic illnesses and/or disabilities resulting from trauma or genetic defects.

VFMC is a specialized 24-hour medical facility operating with 150-175 staffed beds, with a license capacity of 299 beds. All beds are licensed as hospital beds. The facility operates a small hospital care service that is surveyed by health standards using hospital licensing requirements, with the remainder of the facility surveyed annually under CMS and state standards for nursing facility care. Specialized units include 37 beds for acute and sub-acute care including wound care service, and the only inpatient tuberculosis program in the state. The facility is staffed with a table of organization of 218 classified positions and 20+ unclassified positions with a budget in excess of $24 million. The physical plant consists of three patient care buildings, administrative building, activity buildings, support service buildings, staff residences, and a variety of storage and special purpose structures, located on a 157-acre site with its own fresh water system, sewer system, chiller and boiler systems, and electrical distribution system. This facility has control of passage with a security gate at entrance.

Position requires daily or as needed contact with other facilities, vendors, State Purchasing, and internal managerial staff at the agency level in all procurement matters for the agency. Attends meeting, seminars, and workshops to improve and update professional knowledge of the procurement field. Serves as agency representative on committees and task forces as directed.

65% Responsible for the management of the purchasing and the entire procurement program for the agency. Ensure the accessibility of needed supplies and equipment in a timely manner. Monitor the agency’s compliance with purchasing policies and procedures as established by the Louisiana Office of State Purchasing, the agency’s fiscal office and administration to ensure compliance with all applicable laws. Maintains all vendor files related to purchases. Assist Fiscal Officer in determining purchase order liquidations for the year-end close.

Responsible for all state contract purchases, including the preparation and approval of regular, phone and emergency bid specifications for supplies and equipment for the agency from simple items to more complex items such as x-ray diagnostic equipment to specialized maintenance equipment such as tractors and ground equipment. Reviews specifications before being mailed, for completeness and compliance with statutory and regulatory requirements.

Coordinates with State Purchasing in providing information and specifications on purchases that will require the State Purchasing bidding process. Reviews bids with appropriate Department to choose vendor awarded. Issues purchase orders for all contractual services. Coordinate with departmental managers on the development of new contracts and services and revisions to existing contracts. Reviews performance contracts with respect to solicitation provisions and terminates contracts found not to be in the best interest of the agency and the state, or for default or inability to be fulfilled by the contractor.

Plans, coordinates and interacts with departmental managers on purchasing revisions, vendor issues, and contract changes. Establishes reorder schedules to ensure accessibility of needed supplies and equipment in a timely manner. Monitor all purchases to assure that they are in compliance with all policies and procedures of the State of Louisiana, the Federal government, and Villa Feliciana Medical Complex. Notifies Property Control Manager in writing when items received need to be included in Property Control inventory and tagged. Also provides completed documentation on such assets to ensure correct input into LaGov.

25% Responsible for the issuance of all agency purchase orders; both regular and emergency for an agency with a
$24,318,283 budget. Verifies the accuracy of all receiving reports enters receipt information into LaGov and forwards all supporting documentation to LDH-Payment Management for payment. Confers with agency departments and vendors concerning discrepancies between purchase agreements and invoices and to obtain needed documentation or information. Processes low dollar orders (LDO) which must be recorded, coded with the correct data, and entered into LaGov for payment. Monitors Professional Services contracts and payments of $300,000 annually and enters payment documentation into LaGov for payment. Maintain vendor files and payment files for cost reporting.

5% Serve as agency liaison officer to the Office of State Purchasing and LDH-Purchasing. Performs final review of all purchasing documents, submits for approval and participates in the development, modification and implementation of policies and procedures affecting the procurement program.

5% Perform other additional duties that may be required by the supervisor or the position, as requested.