Administrative Coordinator 4

Administrative Support Specialist

The Division of Administration / Office of Community Development has a vacancy. This job title has an assigned pay grade of AS-611. This position ensures efficient operation of the Office of Community Development by performing administrative support in communication, records, data entry, etc. 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.
• Communicating Effectively : The ability to relay information correctly and appropriately to connect people and ideas.
• Managing Resources : The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.

The Division of Administration is the state government's management arm and the hub of its financial operations. Division offices perform a wide variety of activities including the following :

Minimum Qualifications :

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

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties and Other Information :

Serves as the Timekeeper of payroll for OCD-CDBG, LGAP. Special training and knowledge of the LaGOV HR system is required to key on-line payroll corrections and coding for approximately 22 employees. Requires general knowledge of Family Medical and Leave Act (FMLA), Fair Labor Standards Act (FLSA), Civil Service leave rules, leave codes, compensatory time codes and distribution of funds for technical assistance. Reviews employees' timesheets and leave slips for accuracy. Verifies time entry when needed. Responsible for the maintenance and confidentiality of all payroll records for the office. Serves as office receptionist. Screens and routes phone calls according to urgency and type of request. Answers general questions regarding the LCDBG, LGAP, and CWEF programs when possible. Opens, stamps, logs, and distributes mail. Prepares packages, letters, etc. for mailing and mails as appropriate. Serves as agency Transportation Coordinator of the Fleet Management Program in accordance with the State's Fleet Management Regulations and by the use of the Transportation Coordinator Training Manual. Manages maintenance and usage of one state vehicle. Maintains cleanliness of the inside and outside of the vehicle by getting routine car washes and vacuuming. Maintains a monthly log of mileage traveled in employees' personal vehicles on State business, which is also used for completion of ORM's Risk Exposure Report. Maintains records on all vehicle maintenance and forwards them to Property Control. Authorizes repairs of state vehicles. Responsible for obtaining annual inspection sticker and keeping valid fuel cards. Services independently as the liaison between OCD-CDBG, LGAP, and Property Control regarding vehicle management issues, problems, changes, and policies and procedures. Reviews fuel and vehicle repair invoices (Fuelman) and prepares the documents for approval by the Director. Serves as backup to Administrative Program Specialist A.

Position-Specific Details :

Appointment Type : This vacancy will be filled by a new hire or by promotion of a current permanent status classified employee. Compensation : Depends on the qualifications of the selected applicant. Louisiana is a "State as a Model Employer" for People with Disabilities. How To Apply :

No Civil Service test score is required in order to be considered for this vacancy. To apply for this vacancy, click on the "Apply" link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. 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.

A criminal history check may be conducted on all new hires as well as employees changing positions, including promotions, demotions, details, reassignments, and transfers. Also, 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. Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application. The selected candidate will be required to submit original documentation upon hire.

For further information about this posting, please contact : Erica R. Gay HR Specialist Division of Administration / Office of Human Resources email : Erica.Gay@la.gov