Administrative Coordinator 4

at  State of Louisiana

MINIMUM QUALIFICATIONS:

Three years of experience in which clerical work was a major duty.

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:
David Moore
Transportation Operations Manager
985-368-7236
“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.”

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 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 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.

5% MISCELLANEOUS DUTIES:

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

100%