Administrative Coordinator 4

Supplemental Information

• 
  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.

Please visit our DOTD Career Center for more information about our agency:
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.

Minimum Qualifications

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 unit 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 Report 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 readings for each piece of equipment in the affected unit. 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 tiles 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 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:

Will be required to perform other duties as necessary including, but not limited to, emergency/disaster support activities.