What are the responsibilities and job description for the ADMINISTRATIVE COORDINATOR 4 position at Louisiana Department Of Transportation and Development?
Supplemental Information
DISTRICT 02-UNIT 510
JOB NUMBER: 02/013944/AC4/3.18.25-JF
An Ideal Candidate Should Possess The Following Competencies
http://wwwsp.dotd.la.gov/Inside_LaDOTD/Divisions/Mgmt_Finance/HR/Pages/Career_Center.aspx
No Civil Service test score is required in order to be considered for this vacancy.
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.
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 completing the work experience sections of the application.
For Further Information About This Vacancy Contact
Cedric Smith
LADOTD
P.O. Box 9180 Bridge City, La 70094
504-437-3168
“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.”
Information on the Louisiana Workforce Commission, Louisiana Rehabilitation
Services is available here .
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 man hours spent in the Agile Assets, Plant Maintenance and PTMW systems. Ensures that each material used is properly noted on pickup sheets with location, date/time received and all equipment is properly recorded with the correct equipment numbers, activity codes and matching accomplishments. Checks daily work reports for the employees’ work hours, overtime, and compensatory leave earned and ensure that they are properly charged. 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 Adjustments (PPA) forms to correct any errors on the Daily Work Report regarding hours, overtime, leave, equipment and materials used. Enters work orders (IW31) and notifications (IW21) information into SAP. Audits the weekly fuel report for fuel quantities entered and odometer readings for each piece of equipment in the affected gang. Gathers information for reports for pre-scheduled inspections.
20%Reporting:
The Administrative Coordinator is required to prepare special complex reports in assisting the Parish Maintenance Specialist 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:
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. The incumbent also assists the general public by responding to inquiries about the Road Closures and damages to their property. Receives complaints that may involve storm damage, problems with traffic lights, oil spills, water on the roadway, chemical spills, potholes, site obstruction drainage problems or tall grass. Routes the 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.
5%Miscellaneous Duties:
May be required to perform other duties as necessary including, but not limited to, emergency/disaster support activities.
Minimum Qualifications
MINIMUM QUALIFICATIONS:
Three years of experience or training in clerical work.
Experience Substitution
Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.
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
Note
Positions allocated at this level tend to focus on specialized, programmatic examples of work as listed below:
Performs responsible departmental-program duties in accordance with rules, regulations, and policies. May involve communication with other departments, customers, etc.
Serves as liaison and/or contact person for the department or office between and amongst other departments, customers, vendors, and agencies.
Receives applications or other forms and reviews for compliance with department policies; works to resolve discrepancies; may make initial determinations regarding client's eligibility for department services.
Prepares requisitions for the purchase of supplies; may involve entering information into an automated system.
Compiles information from various sources and prepares specialized reports; formats reports according to department standards.
Serves as assistant to a manager, which could include keeping appointment schedule, preparing travel, issuing directives to others on their behalf, and relieving the manager of administrative matters.
May begin performing duties related to traditional administrative functions, such a property control, purchasing, and safety, in addition to other clerical duties as noted above.
DISTRICT 02-UNIT 510
JOB NUMBER: 02/013944/AC4/3.18.25-JF
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.
http://wwwsp.dotd.la.gov/Inside_LaDOTD/Divisions/Mgmt_Finance/HR/Pages/Career_Center.aspx
No Civil Service test score is required in order to be considered for this vacancy.
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.
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 completing the work experience sections of the application.
For Further Information About This Vacancy Contact
Cedric Smith
LADOTD
P.O. Box 9180 Bridge City, La 70094
504-437-3168
“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.”
Information on the Louisiana Workforce Commission, Louisiana Rehabilitation
Services is available here .
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 man hours spent in the Agile Assets, Plant Maintenance and PTMW systems. Ensures that each material used is properly noted on pickup sheets with location, date/time received and all equipment is properly recorded with the correct equipment numbers, activity codes and matching accomplishments. Checks daily work reports for the employees’ work hours, overtime, and compensatory leave earned and ensure that they are properly charged. 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 Adjustments (PPA) forms to correct any errors on the Daily Work Report regarding hours, overtime, leave, equipment and materials used. Enters work orders (IW31) and notifications (IW21) information into SAP. Audits the weekly fuel report for fuel quantities entered and odometer readings for each piece of equipment in the affected gang. Gathers information for reports for pre-scheduled inspections.
20%Reporting:
The Administrative Coordinator is required to prepare special complex reports in assisting the Parish Maintenance Specialist 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:
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. The incumbent also assists the general public by responding to inquiries about the Road Closures and damages to their property. Receives complaints that may involve storm damage, problems with traffic lights, oil spills, water on the roadway, chemical spills, potholes, site obstruction drainage problems or tall grass. Routes the 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.
5%Miscellaneous Duties:
May be required to perform other duties as necessary including, but not limited to, emergency/disaster support activities.
Minimum Qualifications
MINIMUM QUALIFICATIONS:
Three years of experience or training in clerical work.
Experience Substitution
Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.
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
Note
Positions allocated at this level tend to focus on specialized, programmatic examples of work as listed below:
Performs responsible departmental-program duties in accordance with rules, regulations, and policies. May involve communication with other departments, customers, etc.
Serves as liaison and/or contact person for the department or office between and amongst other departments, customers, vendors, and agencies.
Receives applications or other forms and reviews for compliance with department policies; works to resolve discrepancies; may make initial determinations regarding client's eligibility for department services.
Prepares requisitions for the purchase of supplies; may involve entering information into an automated system.
Compiles information from various sources and prepares specialized reports; formats reports according to department standards.
Serves as assistant to a manager, which could include keeping appointment schedule, preparing travel, issuing directives to others on their behalf, and relieving the manager of administrative matters.
May begin performing duties related to traditional administrative functions, such a property control, purchasing, and safety, in addition to other clerical duties as noted above.
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