Administrative Coordinator 4

State of Louisiana • Port Allen, LA

1d • Onsite

About The Position

This position functions as a Maintenance Clerk in District 61/Unit 590, West Baton Rouge Parish of the Department of Transportation and Development and reports directly to the Parish Highway Maintenance Superintendent. Incumbent must be self-motivated and be able to perform duties independently with little to no supervision on a regular basis. The incumbent is also 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. Participates in DOTD structured training programs as appropriate and attends all continuing education classes and conferences deemed necessary to facilitate the performance of required tasks. While in official capacity, DOTD employees must comply with applicable Louisiana and Civil Service laws, rules and regulations, as well as DOTD policies, procedures, manuals and directives.

Requirements

• Three years of experience in administrative services.
• Extensive knowledge of DOTD work activity codes and the roadway system in order to accurately process, report, and document all activities accomplished.
• Ability to be open and willing to follow guidance or instructions.
• Ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.
• Ability to analyze information objectively, identify connections across sources, and form logical, well supported conclusions.
• Ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Ability to assess situations independently and take proactive steps to address them without being prompted or instructed by others.

Nice To Haves

• Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

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.
• Prepares 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.).
• 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.
• 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.

Benefits

• Participates in DOTD structured training programs as appropriate
• Attends all continuing education classes and conferences deemed necessary to facilitate the performance of required tasks.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed