Administrative Coordinator 4

State of Louisiana • Baton Rouge, LA

3d • Onsite

About The Position

The Division of Administration/Office of Technology Services has a vacancy for an Administrative Coordinator. This position is located in the Network Communication Services Section and assists with the administrative functions for this division, which provides network communications and infrastructure management and support for state agencies statewide. The incumbent will work with moderate independence and initiative, requiring strong verbal and written communication skills and considerable knowledge of state policies, laws, rules, and regulations. The Office of Technology Services aims to be a responsible partner in delivering innovative, effective, and reliable solutions that support and enhance the IT functions within Executive Branch Departments, working to increase the return on the State's investment in technology.

Requirements

• Three years of experience in administrative services.
• Verbal and written communication skills are required.
• Considerable knowledge of state policies, laws, rules and regulations is required.

Nice To Haves

• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Following Policies and Procedures: The 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.
• Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.

Responsibilities

• Serves as the timekeeping administrator for NCS staff, ensuring accurate tracking of attendance and leave.
• Enters and manages payroll data in the LaGov HCM Payroll System in accordance with supervisory direction.
• Calculates, audits, and monitors payroll transactions to ensure compliance with DOA HR policies and procedures.
• Coordinates and executes all payroll-related activities, ensuring timely and accurate processing.
• Prepares and submits Prior Period Adjustments (PPAs) with appropriate documentation for review and approval.
• Collects and reviews supporting payroll documentation to verify accuracy and required authorizations.
• Receives, interprets, and distributes Civil Service, DOA, and OTS HR policies and procedures to management and staff.
• Communicates pertinent HR information to employees to ensure awareness and compliance.
• Coordinates required approvals to post positions, including internal approvals and staffing request documentation.
• Manages job posting activities, including entering requisitions in NEOGOV and distributing applicant information.
• Assists with preparing and submitting Position Description documents for organizational changes.
• Supports administration of FMLA and Workers’ Compensation processes, including communication, documentation, tracking, and status updates.
• Processes and routes incoming and outgoing documents to the appropriate internal sections, state agencies, and vendors.
• Assists with Continuous Performance Management (CPM) planning and evaluations, ensuring timely and accurate completion in compliance with DOA HR and Civil Service rules.
• Tracks and notifies management of upcoming deadlines to support the timely completion of required actions.
• Coordinates building-related needs, including maintenance requests, badge access, and parking access through the ParkLync system.
• Assists with coordinating routine vehicle maintenance, including inspections, repairs, and oil changes.
• Supports coordination of vehicle damage repairs as needed.
• Manages supply room inventory for NCS to ensure efficient operations.
• Conducts periodic physical inventory counts to maintain accuracy.
• Recommends reorder quantities to maintain optimal inventory levels.
• Serves as office receptionist.
• Assists with fleet management.
• Assists with other administrative support functions.
• Assists with special projects when required.

Benefits

• The selected candidate will be required to submit original documentation upon hire.
• Prior to a new hire, a background check, including criminal record history, will be conducted.
• Information from the background check will not necessarily preclude employment, but will be considered in determining the applicant’s suitability and competence to perform in the position.
• A criminal history check may be conducted on employees changing positions, including promotions, demotions, details, reassignments, and transfers.
• Prospective employees may be subject to pre-employment drug testing.
• New hires will be subject to employment eligibility verification via the federal government's E-Verify system.

What This Job Offers

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