Administrative Program Specialist (New Orleans, LA)

SUMMARY 
Performs contract duties to include reviewing, processing, ensuring applicable compliance, inspecting, implementing and monitoring various types of agreements and contracts. Duties associated with this position include but not limited to building customer relationships, connecting businesses to opportunities and understanding supplier needs, consistent engagement with local and small firms to educate business communities of contracting prospects.

Port NOLA offers competitive benefits that prioritize safety, health and wellness for our employees.  Employees have access to the following benefits:
*   Medical / Dental / Vision Insurance
*   Health Savings Account (HSA)
*   Medical and/or Dependent Care Flexible Spending Account (FSA)
*   Life Insurance options
*   Long Term Disability Plan
*   State of Louisiana LASERS state pension program
*   Deferred Compensation Plan (457 plan) with employer match
*   Paid Louisiana State Holidays; and paid Annual and Sick Leave
*   Wellness Center located in Port Administration Building
*   Ship Shape Wellness Program

Selected Core Competencies:

Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.
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 generate ideas, manipulate ideas, and make unconventional connections to develop original approaches.

Selected Preferred Competencies:

Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.
Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.
Adapting to Change: The ability to adjust plans, expectations, and behaviors in response to change.
Building and Supporting Teams: The ability to combine your actions and efforts with others to work toward achieving a common goal.
Demonstrating Accountability: The ability to accept ownership for your actions, behaviors, performance, and decisions.
Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals.
Demonstrating Innovation: The ability to generate original ideas that create value, improve processes, or provide new products or services.

To apply for this vacancy, click the "Apply" link above and complete the 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:
Yolanda Brisbon
Port of New Orleans / Human Resources Analyst C
P.O. Box 60046
New Orleans, LA 70160
504-528-3274 

OR

To manage a specialized departmental or statewide program.

Level of Work:
Experienced.

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 Program Specialist--A by the presence of a moderate degree of complexity, impact, or independence in assigned duties and program areas.

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

40% - PROCUREMENT ADMINISTRATION 

• Responsible for coordinating the procurement life cycle of professional service, general service, construction contracts and purchase agreements through the Board’s contract administration system.
• Maintains a working knowledge of the Louisiana State Public Bid Law guidelines, and trains and provide guidance to staff as procurement laws are updated.
• Develop, hone and execute new improved procurement strategies across all channels of purchasing
• Evaluate and enhance our operations in local spend while researching and prospecting developments in global spend
• Institute policies and procedures for collecting and reporting key metrics that will reduce our overall expenses while increasing productivity
• Perform cost & budgetary analysis and set appropriate benchmarks

25% - CONTRACT ADMINISTRATION 

• Implement contracting methods as they apply to the Port of New Orleans methods, policies, and procedures involved in purchasing a large quantity and variety of supplies, equipment, services, and goods.
• Establish and maintain supplier relationships by serving as a single point of contact for contractual matters
• Manage record keeping for all contract-related correspondence and documentation
• Provide contract-related issue resolution, both internally and externally
• Monitor and complete contract close-out, extension or renewal, as appropriate
• Works with project leads to maintain up to-date files on all professional service, general service, and construction contracts and purchase and service agreements as instructed by policy.

25% - SMALL BUSINESS VENDOR PROGRAM 

• Review proposals for SBE participation to ensure compliance with agency target.
• Participates in the evaluation/scoring process for active request for qualifications/proposals.
• Participates in pre-bid construction conferences and pre-proposal meetings and monthly project/contract meetings where applicable to provide maximum exposure for SBE participation.
• Manage SBE contract compliance monitoring program on federal project(s) where applicable. Work with project managers to ensure compliance is obtained.
• Review, identify and encourage bids and proposals from SBE entities to ensure participation in the procurement process. Works with Administrative Coordinator 3 to ensure SBE participation is included when supplies and service requests are submitted via the CPR Form or the Board’s requisitioning system.
• Coordinates targeted bid notifications for targeted business sectors.
• Establish reporting requirements and report dollar value and percentage of all Port of New Orleans contracts that have been awarded to certified SBE contractors.
• Manages external vendor relations within the Procurement Department. Including determining meeting schedules, follow ups, and providing vendor information forms as necessary for completion.
• Coordinates vendor processes and methods to approve and update new vendor information in the Board’s requisitioning system.
• Tracks, measures, reports, and evaluates vendor performance as necessary.
• Review monthly subcontracting reports to ensure compliance, and track spend for Board reporting.
• Maintains updated vendor databases.

10% - MISCELLANEOUS DEPARTMENT AND DIVISION DUTIES

• Assists the Services Division of the Procurement Department with requests where applicable, including but not limited to; mail services, supply distribution, and vehicle fleet usage.
• Other duties as delegated.