Administrative Coordinator 4

The Division of Administration/Office of Technology Services has a vacancy. This job title has an assigned pay grade of AS-611. This position is located in the Network Communication Services Section.Req.219967

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. The Office of Technology Services will work to increase the return on the State's investment in technology by promoting smart decision-making, solving problems intelligently, increasing the rate of project success, and fostering a skilled and professional staff.

Incumbent of this position assists with the administrative functions for the Network Communication Services (NCS) division. NCS provides network communications and infrastructure management and support for state agencies statewide including 2,800+ network nodes across 1,250 locations, and 5,500 circuits. Supervision is received from the Administrative Program Specialist A and work is performed with a moderate independence and initiative. Verbal and written communication skills are required as well as considerable knowledge of state policies, laws, rules and regulations. The incumbent is responsible for assisting with administrative functions for OTS-NCS such as payroll, purchasing, personnel management, supply inventory, serving as office receptionist, safety and building coordination, fleet management, and other administrative support functions as well as special projects when required.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:
•Accepting Direction:The ability to be open and willing to follow guidance or instructions.
•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.
•Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize 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:

• Overseeing the state’s capital construction program
• Working to provide state and federal grants for community development
• Development of the state budget
• Providing technology services
• Giving agencies guidance in the state purchasing and contracting process as they seek goods and services
• Administering a program that provides federal funds to help Louisiana residents recover from a series of devastating hurricanes

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:
PAYROLL ADMINISTRATION:

• 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
• Participates in internal and legislative payroll audits to support compliance and accountability
• 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

PERSONNEL MANAGEMENT:

• 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
• Generates and maintains NCS organizational charts
• Supports administration of FMLA and Workers’ Compensation processes, including communication, documentation, tracking, and status updates
• Monitors and facilitates the transition of positions to permanent status as appropriate
• Processes and routes incoming and outgoing documents to appropriate internal sections, state agencies, and vendors

GENERAL ADMINISTRATIVE SUPPORT:

• Manages daily mail operations, including sorting and routing to appropriate departments
• Handles incoming and outgoing documents, ensuring proper distribution to 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 timely completion of required actions
• Coordinates building-related needs, including maintenance requests, badge access, and parking access through the ParkLync system
• Provides administrative support for meetings, including preparing agendas, minutes, correspondence, reports, and related materials
• Supports compliance with required state training by tracking and assisting employees with completion

FLEET MANAGEMENT:

• Serves as backup to the primary Fleet Manager for multiple state-owned vehicles
• Maintains accurate and timely monthly vehicle logs
• Assists with coordinating routine vehicle maintenance, including inspections, repairs, and oil changes
• Supports coordination of vehicle damage repairs as needed

SUPPLY INVENTORY:

• Manages supply room inventory for NCS to ensure efficient operations
• Conducts periodic physical inventory counts to maintain accuracy
• Monitors stock levels to ensure adequate supplies are available at all times
• Recommends reorder quantities to maintain optimal inventory levels
• Distributes supplies to NCS employees as needed

Position-Specific Details:

Appointment Type:This vacancy will be filled by new hire or by promotion of a current permanent status classified employee.

Louisiana is a "State as a Model Employer" for People with Disabilities.

How To Apply:

No Civil Service test scoreis 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.

*Information to support your eligibility for the position must be included in the application (i.e., relevant, detailed experience/education).Resumes will notbe accepted in lieu of completed education and experience sections. Applications may be rejected if incomplete. The transcripts can be added as an attachment to your online application. 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. 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.


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