Administrative Coordinator 4

State of Louisiana • New Orleans, LA

1d

About The Position

This position performs a variety of clerical duties in support of the Maintenance department for the Orleans, East Jefferson, and St. Bernard regions. The position reports to the Deputy Undersecretary – 1.

Requirements

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

Nice To Haves

• Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.
• 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.
• Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.
• Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals.
• Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.
• Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.
• Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity.
• Using Data: The ability to use relevant and valid data to inform a recommendation for action.

Responsibilities

• Reviews timecards for accuracy, including entering leave time and verifying department codes, in the ADP payroll system for the Maintenance department.
• Tracks attendance, tardiness, leave usage, and balances.
• Reviews daily log sheets received from supervisors and foremen for all groups within the Maintenance Department and audits such for accuracy prior to submitting to the Regional Director for approval.
• Ensures that the following are accurately reflected for each employee: regular/overtime labor and equipment usage hours; cost account code; job code; location code; and project number.
• Takes action to resolve discrepancies by contacting/meeting with supervisors and foremen.
• Sorts and distributes incoming mail to the appropriate Maintenance Department staff.
• Coordinates invoice processing: Receives invoices from Finance and distributes them to the appropriate supervisors/foremen for coding, signature, and date.
• Submits completed invoices to the Regional Maintenance Director for final review and approval.
• Forwards fully approved invoices to the Finance Department for payment.

What This Job Offers

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