ADMINISTRATIVE COORDINATOR 4

ADMINISTRATIVE COORDINATOR 4 Print (https://www.governmentjobs.com/careers/louisiana/jobs/newprint/4687658) Apply  ADMINISTRATIVE COORDINATOR 4 Salary $2,602.00 - $4,682.00 Monthly Location Dry Prong, LA Job Type Classified Job Number 08/19738279607/AC4/10.09.24-GM Department DOTD-Engineering & Operations Division District 8- Alexandria Opening Date 10/09/2024 Closing Date 10/24/2024 11:59 PM Central Description Benefits Questions Supplemental Information District 08 - Unit 570- Dry Prong JOB NUMBER: 08/19738279607/AC4/10.09.24-GM Administrative Coordinator 4 This position functions as a Maintenance Clerk in District 08/Unit 570, Grant Parish and reports directly to the Parish Highway Maintenance Superintendent. The incumbent is expected to exercise a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations that may arise. This position must possess extensive knowledge of DOTD work activity codes and the roadway system in order to accurately process, report, and document all activities accomplished. AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES: Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas. Following Policies and Procedures: The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws. Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards. The LA DOTD is a diverse organization with approximately 4,000 employees state-wide. Our agency employs individuals in professional, technical, and administrative support positions to provide a strong and reliable transportation system. We seek talented and innovative people who demonstrate excellence while delivering transportation systems that enhance quality of life and facilitate economic growth. 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. No Civil Service test score is required in order to be considered for this vacancy. DOTD EMPLOYEES : Refer to appropriate EDSM directive for required structured training requirements and PPM #59 Workforce Development on training guidelines. Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. * For further information about this vacancy contact: Matthew Elkins Transportation Operations Manager 318-664-2050 “The Louisiana Department of Transportation and Development (DOTD) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities. DOTD does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any type.” Minimum Qualifications MINIMUM QUALIFICATIONS: Three years of experience in which clerical work was a major duty. SUBSTITUTIONS: Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience. Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience. College training will substitute for the required experience on the basis of 15 semester hours for six months of experience. NOTE: Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments. NOTE: Any college hours or degree must be from an accredited college or university. Job Concepts Function of Work: To perform complex, often specialized, paraprofessional duties that require independent judgment to accomplish in support of the staff members and/or operations of an organizational unit or program. Work requires individual discretion in the application of policies and procedures. Duties increase in scope and complexity, and consist mainly of departmental-program duties. Level of Work: Advanced. Supervision Received: General from higher-level clerical and/or supervisory personnel. Supervision Exercised: May supervise 1-2 lower-level personnel. Location of Work: May be used by all state agencies. Job Distinctions: Differs from Administrative Coordinator 3 by the presence of paraprofessional duties that involve a higher degree of specialization, complexity, and/or independent judgment. Differs from Administrative Program Specialist--A by the absence of professional-level duties that involve a variety of administrative functions or management of a departmental or statewide program. Examples of Work 60 % LaGOV, SAP, and other System Responsibilities: Prepares, enters, and edits Daily Work Reports for Highway Foreman and other maintenance gang staff, which includes information on materials and equipment used as well as and man hours spent in the Agile Assets, Plant Maintenance, and PTMW systems. Ensures that each material used is properly noted on pickup sheet with location, date/time received, and all equipment is properly recorded with the correct equipment numbers, activity codes, and matching accomplishments for activity codes. Checks daily work reports for the employees’ work hours, overtime, and compensatory leave earned and ensure that they are properly charged out. Creates and maintains FMLA and Military Leave buckets as well as schedule substitutions in LaGOV HCM. Audits a Daily Attendance Log to ensure leave and working hours match what is recorded on the Daily Work Report. Generates bi-weekly payroll reports in LAGOV HCM/PTMW to audit and ensure the accuracy of payroll information. Prepares and submits payroll audit package for review and audit by the District Business Office. May also prepare Prior Period Adjustment (PPA) forms to correct any errors on the Daily Work Repost regarding hours, overtime, leave, equipment, and material used. Enters fuel (FICO), oil (MIGO), work order (IW31) and notification (IW21) information into SAP. Audits the weekly fuel report for fuel quantities entered and odometer reading for each piece of equipment in the affected Gang. Monitors oil usage through the MIGO transaction in SAP. Gathers information for reports for prescheduled inspections. The incumbents analyze and compute data to prepare reports rather than transfer the data into a standard report format, such as compiling monies, acreage, hours, and cubic yards for Mowing Contracts and/or Litter pickup. 20 % Reporting The Administrative Coordinator is required to prepare special complex reports in assisting the Parish Maintenance Specialist in compiling data for monthly payment of contracts. Handles reimbursable for damage to state property. Compiles critical information and/or reports, pictures, etc. for high-level District Managers to aid in DOTD defense or other important matters (i.e. FEMA, FHWA, Legislative Inquiries, Insurance Claims, etc.). Reporting to FEMA and FHWA after natural disasters in complex since a variety of critical information must be accurate and in compliance with FEMA, FHWA, DOTD, and Civil Service rules and regulations. Timely reimbursement is contingent upon accurate information on daily work reports. 15% Interacting with Public/Safety/Petty Cash Functions: Incumbent makes independent decisions based on the situation when dealing with a request from the public or a related situation. May serve as a liaison and/or contact person between local government authorities, utility Companies, railroad companies, State Police, DEQ, Poison Control, DOTD personnel, and others depending on the nature of the situation. Upon notification of a dangerous road hazard, will route employees to repair a dangerous road hazard. The incumbent also assists the general public by responding to inquiries about the Road Closures and damages to their personal property. Receives complaints that may involve storm damage, problems with traffic signals, oil spills, and water on the roadway, chemical spill, potholes, site obstruction, drainage problems or mowing. Route complaint to proper office or person. Maintains complex Loss Prevention files on equipment maintenance, building inspections, safety meetings, MSDS, etc. in compliance with the annual Loss Prevention Audit. The incumbent disburses petty cash for their Administrative unit which includes disbursing funds for emergency purchases, completing petty cash receipt and submitting to the Business office for replenishment of funds in in compliance with Business Services and Procedures Manual. Completes FV60 transaction in SAP for all utility bills in their parish and completes an Accounts Payable Invoice Coding Sheet before submitting to Business Office for payment. 5 % Miscellaneous Duties: May be required to perform other duties as necessary including, but not limited to, emergency/disaster support activities. 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 a probational LA-DOTD employee? Yes No 02 Are you a permanent LA-DOTD employee? Yes No 03 Are you a current or former employee of the State of Louisiana? Yes No 04 If so, for which state agency(ies) do you/did you work and during what time period(s)? If not, indicate "NA". 05 To ensure compliance with PPM #9, DOTD Nepotism Policy, please list the name and relationship with any immediate family members that are currently employed by the LA-DOTD. Please type "N/A" if there are no immediate family members? 06 CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas. 1= I have no experience and/or am uncomfortable communicating effectively 2= I have limited experience or require assistance to communicate effectively 3= I can communicate effectively 4= I can communicate effectively and help others improve their communication 07 CE: Explain your rating by providing specific and relevant examples in the box below. 08 FPP: Rate your ability to follow policies and procedures based on our definition: The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws. 1= I have no experience and/or am uncomfortable following policies and procedures 2= I have limited experience or require assistance to follow policies and procedures 3= I can follow policies and procedures 4= I can follow policies and procedures and help others improve their ability to follow policies and procedures 09 FPP: Explain your rating by providing specific and relevant examples in the box below. 10 MAJ: Rate your ability to make accurate judgments based on our definition: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards. 1= I have no experience and/or am uncomfortable making accurate judgments 2= I have limited experience or require assistance to make accurate judgments 3= I can make accurate judgments 4= I can make accurate judgments and help others improve their ability to make accurate judgments 11 MAJ: Explain your rating by providing specific and relevant examples in the box below. 12 Do you have a valid Louisiana Class "E" Driver's License? Yes No 13 What are your career interests? 14 How did you hear about this LA-DOTD job opportunity? Yes No 15 Please acknowledge you understand this position is located in Dry Prong, La. Yes No 16 Are you willing to perform other duties as necessary, including but not limited to emergency/disaster support activities after work hours, weekends and holidays? Yes No 17 Resumes will not be accepted in lieu of a completed application. Did you include all relevant education and experience on your official submission? Yes No 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 Apply Please verify your email addressVerify Email