ADMINISTRATIVE COORDINATOR 4 Print (https://www.governmentjobs.com/careers/louisiana/jobs/newprint/4842402) Apply  ADMINISTRATIVE COORDINATOR 4 Salary $2,602.00 - $4,682.00 Monthly Location Lafayette, LA Job Type Classified Job Number 03-130210-AC4-02212025-DS Department DOTD-Engineering & Operations Division District 3- Lafayette Opening Date 02/21/2025 Closing Date 2/28/2025 11:59 PM Central + Description + Benefits + Questions Supplemental Information DISTRICT 03 – UNIT 070 (District Mechanic Parts Shop – Lafayette) JOB NUMBER: 03-130210-AC4-02212025-DS AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES: 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. Making Accurate Judgments:The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards This position is for the Parts Department located in the Lafayette repair shop. This position acquires all parts and associated supplies required for the repair of vehicles and equipment for the 8 parish District. Previous experience in a parts department would be beneficialbut not required. This position is also responsible for the proper distribution of acquired parts and supplies. This position will also be required to process all vendor invoices and credits in a timely manner according to Department policy. Please list all work experience on your application. Failure to include all work experience may affect your eligibility for this position. Information on the Louisiana Workforce Commission, Louisiana Rehabilitation Services is availablehttps://www.laworks.net/WorkforceDev/LRS/LRS\_Tech\_Asst\_Guidance.asp 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. *ResumesWILL NOTbe accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. The Louisiana Department of Transportation and Development (DOTD) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities. DOTD does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any type. For further information about this vacancy contact: Dawn Soileau or Lynn Reed DOTD – District 03 Human Resources (337) 262-6184 Minimum Qualifications MINIMUM QUALIFICATIONS: Three years of experience or training in clerical work. EXPERIENCE SUBSTITUTION: Every 15 semester hours earned from an accredited college or university will be credited as six months of experience. Job Concepts Function of Work: To perform complex, often specialized, paraprofessional duties that require independent judgment to accomplish in support of the staff members and/or operations of an organizational unit or program. Work requires individual discretion in the application of policies and procedures. Duties increase in scope and complexity, and consist mainly of departmental-program duties. Level of Work: Advanced. Supervision Received: General from higher-level clerical and/or supervisory personnel. Supervision Exercised: May supervise 1-2 lower-level personnel. Location of Work: May be used by all state agencies. Job Distinctions: Differs from Administrative Coordinator 3 by the presence of paraprofessional duties that involve a higher degree of specialization, complexity, and/or independent judgment. Differs from Administrative Program Specialist--A by the absence of professional-level duties that involve a variety of administrative functions or management of a departmental or statewide program. Examples of Work 55%LaGov, SAP, PM, and other system responsibilities: Ensures that information related to parts orders for all shop maintenance and repair of District Equipment is properly recorded with the correct mileage, work performed, and parts used. Enters oil (MIGO), notification (IW21), and work order (IW31) information into SAP. Scan all invoices in the system and attach them to the (IW31) work order. Utilized the FBLIN transaction to confer with vendors on whether the payment has been and made and any other questions they may have about the payment. Audits inventory levels of applicable material, including but not limited to oil and greases through MIGO, ZLO1269, and M858 transaction within SAP. The incumbent analyzes and computes data to prepare reports rather than transfer data into standard report format, such as compiling Equipment Repair Status Report, tracking status of all parts orders from the time a piece of equipment arrives at the Shop until the parts are received and issued. Incumbent works with Shop Superintendent ensuring adequate levels of materials on hand, ordering from Stockroom and local vendors when necessary. Responsible for accurate costing on tickets submitted for payment, ensuring correct Work Order Number, Gang Information, and Equipment Number are indicated on all invoices submitted for payment. Research the history of Equipment and older work orders for Supervisors and the Accounting Department when asked. (Example: Equipment History, Past Orders Information, Invoices, etc.) 15%Parts Orders: Orders approximately $460,000 of replacement parts annually for automobiles, heavy duty off-road, and specialized equipment through established contract with multiple vendors, both in and out of state. Enters the Part Store budget onto a Microsoft excel spreadsheet to compute spending and budget availability daily. Requires knowledge of approximately 800 pieces of equipment in order to identify and determine correct parts needed. Requires knowledge of parts identification and interchange manuals to determine the proper part numbers so parts can be received and issued in a timely manner. Responsible for researching established contracts to ensure parts are being purchased from correct vendor. Purchases parts off contracts following specified guidelines. Must be able to use eProcurement and navigate through the system and to find contract and vendor information as needed. Create and ERO that keeps record of all parts being ordered per equipment. 15%Quality Control: The Administrative Coordinator inspects all incoming parts to verify the parts received meet specifications of parts contracts. Also check invoices to verity quantities ordered, received, and billed are correct. Confers with vendors, warehouse and distributors regarding discrepancies of invoice shortages and overages, returning of parts and arranging shipment. Pick up parts from vendors and inspects when a situation occurs where the vendor cannot deliver and the parts store helper is unavailable. Tags, marks, labels, and stores part in appropriate locations. Issues parts to appropriate personnel. Coordinates with Shop Superintendent and works on his/her behalf as necessary to resolve disputes related to parts orders. Communicates and coordinates with end users, mechanics, superintendents, vendors, warehouse representatives, and other parties as necessary to rectify any and all discrepancies pertaining to parts orders. Incumbent makes independent decisions as necessary to resolve any issues. 5%Inventory and Warehouse Requisitions: Responsible for requisition of stock parts from DOTD Central Warehouse and Issuance of the same parts. Maintains inventory on frequently used parts and/or supplies. Conducts physical inventory which includes walking, stooping, and bending while issuing and replacing stock. 5%Other Related Duties: Work cohesively with department staff ensuring a high level of service for both internal and external customers, including but not limited to ensuring phones are answered and customer needs are addressed in a timely manner. May act as a backup timekeeper for Mechanic Shop. Attend all structured training for updates and new policies for timekeeping. Maintains the skills to perform tasks in Agile, SAP, PTMW, MIGO, IFCU and Plant Maintenance. 5%May be required to perform other duties as necessary including, but not limited to, emergency/disaster support activities. Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career. As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program: Insurance Coverage More information can be found at https://info.groupbenefits.org/ Parental Leave– Up to six weeks paid parental leave More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx Holidays and Leave – State employees receive the following paid holidays each year: + New Year's Day + Martin Luther King, Jr. Day, + Mardi Gras, + Good Friday, + Memorial Day, + Independence Day, + Labor Day, + Veteran's Day, + Thanksgiving Day and Christmas Day. ***** Additional holidays may be proclaimed by the Governor State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase. Retirement – State of Louisiana employees are eligible to participate in various retirement systems (based on the type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to): + Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/Your\_Retirement\_System.mp4) to give you more detailed information about their system + Teacher's Retirement System of Louisiana (www.trsl.org), + Louisiana School Employees Retirement System (www.lsers.net), among others 01 Are you a permanent LA-DOTD employee? + Yes + No 02 Are you a probational LA-DOTD employee? + Yes + No 03 Are you a current or former employee of the State of Louisiana? + Yes + No 04 If so, for which state agency(ies) do you/did you work and during what time period(s)? If not, indicate "NA". 05 To ensure compliance with PPM #9, DOTD Nepotism Policy, please list the name and relationship with any immediate family members that are currently employed by the LA-DOTD. Please type "N/A" if there are no immediate family members? 06 What are your career interests? 07 CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas. + 1= I have no experience and/or am uncomfortable communicating effectively + 2= I have limited experience or require assistance to communicate effectively + 3= I can communicate effectively + 4= I can communicate effectively and help others improve their communication 08 CE: Explain your rating by providing specific and relevant examples in the box below. 09 FPP: Rate your ability to follow policies and procedures based on our definition: 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. + 1= I have no experience and/or am uncomfortable following policies and procedures + 2= I have limited experience or require assistance to follow policies and procedures + 3= I can follow policies and procedures + 4= I can follow policies and procedures and help others improve their ability to follow policies and procedures 10 FPP: Explain your rating by providing specific and relevant examples in the box below. 11 MAJ: Rate your ability to make accurate judgments based on our definition: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards. + 1= I have no experience and/or am uncomfortable making accurate judgments + 2= I have limited experience or require assistance to make accurate judgments + 3= I can make accurate judgments + 4= I can make accurate judgments and help others improve their ability to make accurate judgments 12 MAJ: Explain your rating by providing specific and relevant examples in the box below. Required Question Employer State of Louisiana Address For agency contact information, please refer to the supplemental information above. Louisiana State Civil Service, Louisiana, 70802 Phone (866) 783-5462 Website http://agency.governmentjobs.com/louisiana/default.cfm Apply Please verify your email addressVerify Email