CONTRACTS/GRANTS REVIEWER 1, 2 or 3
State of Louisiana
 Baton Rouge, LA

Supplemental Information

Job Number: OMF-122324-MV

This position #50568123 is located in the Office of Management and Finance / Procurement office in East Baton Rouge parish.

This position may be filled by probationary appointment or by promotion of a classified employee of Louisiana Department of Agriculture and Forestry serving with permanent status. Applicants who are not permanent employees of Louisiana Department of Agriculture and Forestry will be required to serve a 24 month probationary period.

As part of a Career Progression Group, vacancies may be filled from this recruitment as a Contracts/Grants Reviewer 1, 2 or 3 depending on the level of experience of the selected applicant(s). Please refer to the 'Job Specifications' tab located at the top of the LA Careers 'Current Job Opportunities' page of the Civil Service website for specific information on salary ranges, minimum qualifications and job concepts for each level.

Applicants must have a Civil Service test score for the 8100-PLE Professional Level Exam in order to be considered for this vacancy, unless you meet the following testing exemption:

A veteran of the armed forces who served at least 90 days of active duty for purposes other than training and who has been honorably discharged from active duty within the previous twelve months. (DD214 must be attached to application or submitted by email to mvidrine@ldaf.state.la.us by the closing date of the announcement).

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.

Applicants using education to qualify for the position must provide a copy of their college transcript by the closing date of this job posting. Applicants with international degrees must also provide an equivalency evaluation. Copies of transcripts may be submitted by email to mvidrine@ldaf.state.la.us or as an attachment to your application. If a copy of your official transcript is not received by the closing date of this posting, your application will be considered incomplete.

If you are contacted for an interview, please let us know at that time if you have a disability and need a special accommodation.

This agency participates in the E-Verify system for verification of citizenship and employment authorization.

All candidates for hire must undergo drug screening.

For further information about this vacancy contact:

Mimi Vidrine

mvidrine@ldaf.state.la.us

Qualifications

MINIMUM QUALIFICATIONS:

A baccalaureate degree.

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:

Any college hours or degree must be from a school accredited by one of the following regional accrediting bodies: the Middle States Commission on Higher Education; the New England Commission of Higher Education; the Higher Learning Commission; the Northwest Commission on Colleges and Universities; the Southern Association of Colleges and Schools; and the Western Association of Schools and Colleges.

Job Concepts

Function of Work:

To provide contract and/or grant management services.

Level of Work:

Entry.

Supervision Received:

Close supervision from the Contracts/Grants Supervisor or Manager or other equivalent classified or unclassified administrator.

Supervision Exercised:

None.

Location of Work:

May be used by all state agencies.

Job Distinctions:

Differs from Contracts/Grants Reviewer 2 by performing routine entry level duties.

Examples of Work

Incumbent of this position is an advanced journeyman level contracts/grants reviewer responsible for performing duties for the Louisiana Department of Agriculture & Forestry providing statewide activities related to the execution, processing, approval and payment of the Louisiana Department of Agriculture & Forestry's (LDAF) contracts and/or grants, including discretionary and programmatic incentive cooperative endeavor agreements, line item and capital outlay contracts, interagency agreements, services contracts, other contracts and amendments thereof, ensuring compliance with all federal/state laws, regulations and administrative. The Contracts division is responsible for approximately 100 on-going grants, ranging from $10,000 to $3,000,000 each. This position requires interaction with LDAF staff, contractors, and other state agencies. This position reports to the Contracts/Grants Supervisor for the Procurement Office and interacts with the Office of Forestry, Office of Agricultural and Environmental Sciences, Office of Animal Health Services, Office of Soil and Water, Office of Agro-Consumer Services, the LA Sweet Potato Advertising and Development Commission, the LA Egg Commission, the LA Strawberry Board, the LA Dairy Industry Promotion Board, the LA Aquatic Chelonian Research Board, the LA Catfish Promotion and Research Board.

This position performs statewide activities related to the execution, processing, approval and payment of the Louisiana Agriculture Finance Authority's (LAFA) contracts and/or grants, including discretionary and programmatic incentive cooperative endeavor agreements, line item, interagency agreements, and amendments thereof, ensuring compliance with all federal/state laws, regulations. LAFA is “exempt“ in accordance with RS39:1572 and RS48:131 from oversight and not regulated by the Office of State Procurement. Supervision for this position is received from the Contracts/Grants Reviewer Supervisor.

50% CONTRACTS:

Provides information regarding contracts and/or grants, advising administrative officials and independently providing information and assistance to the Commissioner of Agriculture and Forestry, Deputy Commissioner, Confidential Assistant, Assistant Commissioner's, Program Directors and Managers, Board and Commission Members, the Director of LAFA, Assistant Director of LAFA, and LAFA Board Members.

Act as liaison for contracts and/or grants with state and federal auditors, grant managers, program managers and other officials. Act as LDAF liaison to the Office of State Procurement, Civil Service, and Attorney General, facilitating the processing and approval of all contracts.

Participates in negotiation of contract and/or grant agreements.

Monitor and maintain system to manage flow of contractual agreements through the contractual review process, ensuring all necessary approvals are obtained. Review and analyze contractual requests ensuring compliance with statutory and regulatory requirements, and policies and procedures prior to obtaining all necessary signatures and required approvals.

Review and interpret state and federal laws, government rules and regulations, and LDAF and LAFA policies and procedures affecting the administration of contracts and/or grants.

Maintain and manage the LaGov SRM procurement system, an automated procurement system used for contract and grant management for managerial and financial reporting.

Perform original entries, batch processing, reconciliation's and all adjustments to contracts and/or grants management accounting records.

Prepare, develop, and monitor complex contract and/or grant agreements, applications, budgets, amendments, and sub-grant agreements in accordance with statutory and regulatory requirements, and LDAF and LAFA policies and procedures.

Assist administrative personnel in the preparation of contract and/or grant agreements, applications, budgets, amendments, and sub-grant agreements. Review for consistency and conformance with statutory and regulatory requirements, and LDAF and LAFA policies and procedures.

Compile information and prepare reports and correspondence independently on complex matters relating to contract and/or grant agreements for LDAF and LAFA officials, Division of Administration, Legislative Auditor, Federal Agencies, Legislature, the media, and in response to public records requests.

Represent LDAF and LAFA in resolving contract and/or grant problems, conferring with officials when necessary and facilitate coordination. Recommend corrective action as necessary in accordance with statutory and regulatory requirements, and LDAF and LAFA policies and procedures.

Assists in the development of policy and uniform procedure recommendations in regards to contracts and/or grants.

Perform independent support functions as necessary to obtain all required documentation and attachments for contract agreements as required by the Office of State Procurement; follow-up any discrepancies between the Office of State Procurement and contractors regarding the required documentation and attachments.

Assists Contracts/Grants Supervisor to coordinate, draft, and administer Request for Proposals (RFP's) ensuring compliance with statutory/regulatory requirements, and in accordance with the requirements and criteria set forth in the RFP solicitation. Enter RFP data into the Louisiana Procurement and Contract Network (LAPAC). Write specifications and develop RFP's, process public notices, implement RFP evaluation process, guide selection committee in the RFP evaluation process, proper contractor selection, award determination, and contract management. Accurately document the RFP process.

Assists Contracts/Grants Supervisor to coordinate, draft, and administer Request for Qualifications (RFQ's) ensuring compliance with statutory/regulatory requirements, and in accordance with the requirements and criteria set forth in the RFQ solicitation. Enter RFQ data into the Louisiana Procurement and Contract Network (LAPAC). Develops specifications and RFQ's, process public notices, implement RFQ evaluation process, guide selection committee in the RFQ evaluation process, proper contractor selection, award determination, and contract management.

Monitor executed contracts for compliance in coordination with program managers.

Review required progress reports and work products from program officials, sub-grantees, and contractors for adherence to statutory and regulatory requirements, and LDAF policies and procedures.

Assists Contracts/Grants Supervisor to prepare monthly reports for Division of Administration, Office of State Procurement and the State Budget Office on all contracts.

Obtain and review performance evaluations after completion of a project to comply with state law within established time limits. Provide assistance to LDAF officials in preparation of performance evaluations.

Review and prepare multi-year report on all contracts in which the time of performance exceeds a 12-month period.

Assist in planning, organizing, and conducting seminars to inform LDAF and LAFA personnel on a statewide basis of all contractual laws, regulations, policies, and procedures.

Participate in conferences and meetings for LDAF and LAFA as necessary for promulgation of contracts and/or grants.

Maintain working knowledge of all statutory and regulatory requirements and LAFA and LDAF policy and procedures regarding all contracts, bid solicitations, and awards.

Provide assistance to fiscal management to ensure timely payment of invoices, including maintenance of contract budgets in the LaGov SRM statewide procurement system.

Process budget revisions on contracts entered into the LaGov SRM, changing funding categories within a fiscal year budget.

Monitor contract and/or grant budgets and advise officials of status. Prepare reports on the status of contract budgets (state and federal funds).

Prepare reports on the status of contract budgets (state and federal funds).

45% PROCUREMENT:

Assists in procurement of statewide goods and services throughout the department and ensures all transactions are in accordance with state laws and sound management practices. Responsibilities involve determination of priorities, preparation of specifications, awarding of bids, determination of proper method of procurement, value analysis and vendor relations. Responsible for training and providing assistance to agency personnel on routine as well as non-routine procurement responsibilities and activities including the determination of the correct method of procurement and help in solving all routine and non-routine procurement related problems. Works with agency administrators and staff, officials in private industry and other governmental bodies to solve problems associated with purchased and contract items in order to expedite the purchasing process. Investigates complaints on behalf of both agency personnel and vendors, appraises the situations objectively and issues recommendations for solutions and takes corrective action.

Assists in procurement duties associated with equipment rental, maintenance, and construction or renovation projects for the Louisiana Agricultural Finance Authority which is “exempt“ not regulated by the Office of State Purchasing. Prepares specifications and oversees bidding process to ensure purchases are in compliance with the LAFA guidelines and sound management practices. Works with agency administrators, staff and company representatives in order to expedite the procurement process. Investigates complaints on behalf of agency personnel and vendors, evaluates the situations objectively, issues recommendations for solutions, and takes corrective actions. Ensures expenditures are coded accordingly. Performs accounts payable functions and is responsible for proper recordation of receipts.

Responsible for procurement duties as they relate to copier/printers for the Louisiana Department of Agriculture & Forestry and Louisiana Agriculture Finance Authority statewide.

5%

May serve as an Office of Management and Finance representative at the LDAF Emergency Operation Center responsible for purchasing tasks related to emergency situations. Manages and authorizes phone bids for urgent or emergency purchases and State contract purchases. Responsible for gaining approval from the appropriate person for emergency purchases and oversees that items purchased are appropriately delivered.

Other duties as may be assigned.

Functional Requirements:

  • Prolonged sitting at work station
  • Occasional bending or kneeling