Administrative Coordinator 1-4

State of Louisiana•Lake Charles, LA

34d

About The Position

Performs varied and complex administrative and paraprofessional tasks for the Lake Charles Harbor & Terminal District (Port of Lake Charles) including monitoring and ensuring compliance with the drinking water, Consumer Confidence Report (CCR); monitoring, maintaining, and issuing inventory; maintaining database for tracking and scheduling of maintenance activities; and coordinating the sale of obsolete equipment; as well as payroll duties for the Maintenance Department. An ideal candidate should possess the following competencies: Accepting Direction: The ability to accept and follow directions from those higher in the chain of command. Demonstrating Accountability: The ability to accept ownership for your actions, behaviors, performance, and decisions. Using Data: The ability to use relevant and valid data to inform a recommendation for action. Adapting to Change: The ability to adjust plans, expectations, and behaviors in response to change. Championing Continuous Improvement: The ability to systematically drive or promote continuous improvement Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas. Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals. Displaying Expertise: The ability to exhibit specialized skills or knowledge gained from experience or training Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization. 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. No experience or training is required. The official job specifications for this role, as defined by the State Civil Service, can be found here.

Responsibilities

Collects and files employees' overtime sheets, leave slips, and absentee reports
Compiles timesheet and attendance information and enters into payroll systems to assure appropriate payment of employees in the Maintenance Department
Monitors Maintenance Department Employees' leave balances and notifies employees and supervisors of problematic balances and trends
Maintains inventory for all equipment at the District's Bulk Terminal #1 facility
Ensures necessary parts for the Operations & Maintenance Departments are in stock to support the completion of maintenance activities, work orders and operational tasks
Requisitions inventory items utilizing the District's electronic inventory system
Receives parts into the District's electronic inventory system
Handles shipping and receiving tasks for the District's Bulk Terminal #1 facility
Maintains equipment database for all District equipment, machinery and vehicles
Collects data
Maintains and develops preventative maintenance tasks and schedules for all District equipment, machinery, and vehicles
Prepares and tracks monthly predictive, corrective, and preventive maintenance work orders
Enters information, provided by District employees on completed work orders, into database
Enters vehicle and equipment mileage and hours into the equipment database
Assists direct supervisor with scheduling and coordinating maintenance activities, and with ordering and stocking repair parts
Perform complex, often specialized, paraprofessional duties in support of staff members and/or operations
Compiles information and prepares specialized reports
Communicates and works with other departments, customers and vendors
Manages the sales process of obsolete/retired equipment by selling District property on an internet-based auction website
Coordinates with all departments that are selling items, and the buyers, to arrange timely and safe pick up of materials Assists direct supervisor with all Department of Health and Hospital matters
Prepares and/or supervises the preparation of numerous reports for the District
Performs other duties as needed or assigned