What are the responsibilities and job description for the ADMINISTRATIVE COORDINATOR 4 position at Louisiana Department Of Transportation and Development?
About This Job
District 62 - Unit 001- Hammond
JOB NUMBER: 62/12768/AC4/07.01.25-TR
Administrative Coordinator 4
The LA DOTD is a diverse organization with approximately 4,000 employees state-wide. Our agency employs individuals in professional, technical, and administrative support positions to provide a strong and reliable transportation system. We seek talented and innovative people who demonstrate excellence while delivering transportation systems that enhance quality of life and facilitate economic growth.
Please visit our DOTD Career Center for more information about our agency: https://dotd.la.gov/about/office-of-management-and-finance/human-resources/career-center/
An Ideal Candidate Should Possess The Following Competencies
This position is located in a warehouse setting, including shipping/receiving, which requires standing for extended periods of time; operating fork lifts/pallet jacks; and lifting up to 50 lbs. The overall function of this position is to perform as District 62 Stockroom Clerk. Incumbent must be self-motivated and be able to perform duties independently with little to no supervision on a regular basis. The incumbent is also expected to exercise a high degree of independent judgement and initiative in determining the approach/action to take in non-routine situations that may arise. This position must possess knowledge of DOTD procurement policies and procedures and be able to process shopping carts through LaGov system, including proper coding and system functionality. Participates in DOTD structured training programs as required for job title, and attends all continuing education classes and conferences deemed necessary to facilitate optimal job performance and growth. While in official capacity, DOTD employees must comply with applicable Louisiana and Civil Service laws, rules and regulations, as well as, DOTD policies, procedures, manual and directives.
Please list all work experience on the application. Failure to include all work experience may affect your eligibility for this position.
Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.
Information on the Louisiana Workforce Commission, Louisiana Rehabilitation Services is available here: Louisiana Rehabilitation Services - Vocational Rehabilitation - Louisiana Workforce Commission (laworks.net) .
“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.”
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.
Job Specification
The official job specifications for this role, as defined by the State Civil Service, can be found here .
Job Duties
Job Duties and Other Information
65%LaGOV, SAP, PM, and other System Responsibilities:
Creates shopping carts in e-procurement (SRM) for stockroom supplies ordered within the District's delegated purchasing authority. Utilizes SRM MDM internal catalog for contract and/or MRO contracts or sources contract by suggesting source of supply. Obtains quotes on non-contract purchases to ensure cost control and maximized savings. Ensures proper cost coding is entered to include Cost Center, Fund and General Ledger Account. Forwards ordered shopping cart and quotes, if applicable to business office for further processing. Places order with vendor once Purchase Order is processed. Inspects all orders received to verify items meet specification and quantities received ae correct. Checks invoices to verify quantities ordered, received and billed are correct and forwards to business office for payment. Audits and reviews monthly vendor statements utilizing FBLlN in ECC. Researches any discrepancies to resolve whether the FBLlN transaction and the District database (Microsoft Access) to confer with vendors on whether the payment has been made and when the check was issued and any other questions they may have about the payment. Audits inventory levels of material through MIGO, ZL01269, and MB5B transactions within SAP. Enters and edits Material Movement transactions via Material Management System including the management of reservations via MB25 (Reservation list), ZL01268 (Pick list for Reservation), and MIGO (Goods Issued and Goods Receipts).
15%Reporting:
Analyzes and computes data from ECC and SRM to prepare reports for the business office, such as material usage, costs, etc. to ensure the business office has information needed to secure future purchasing contracts and to set inventory quantities.
15%Inventory
Maintains the organization of the Stockroom and is accountable for 150-300 items stored in the stockroom. Performs monthly inventory counts to ensure accuracy and prepare for the annual inventory with the Department's Internal Audit Section. Tags, marks labels, and store inventory items in appropriate locations. Issues stock to appropriate personnel, ensuring physical inventory levels are within 3% of book value.
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. Attend all the structured training for updates and new policies. Maintains the skills to perform assigned task in SAP and E Procurement. May be required to perform other duties as necessary including, but not limited to, emergency/disaster support activities.
Position-Specific Details
Appointment Type: Probational
Career Progression: This position does not participate in a Career Progression Group.
Work Schedule: Work hours are to be determined, Monday - Friday.
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.
For further information about this vacancy contact:
Jeanetta Moore
Administrative Program Manager 2
985-375-0100
District 62 - Unit 001- Hammond
JOB NUMBER: 62/12768/AC4/07.01.25-TR
Administrative Coordinator 4
The LA DOTD is a diverse organization with approximately 4,000 employees state-wide. Our agency employs individuals in professional, technical, and administrative support positions to provide a strong and reliable transportation system. We seek talented and innovative people who demonstrate excellence while delivering transportation systems that enhance quality of life and facilitate economic growth.
Please visit our DOTD Career Center for more information about our agency: https://dotd.la.gov/about/office-of-management-and-finance/human-resources/career-center/
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 Judgements: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards.
This position is located in a warehouse setting, including shipping/receiving, which requires standing for extended periods of time; operating fork lifts/pallet jacks; and lifting up to 50 lbs. The overall function of this position is to perform as District 62 Stockroom Clerk. Incumbent must be self-motivated and be able to perform duties independently with little to no supervision on a regular basis. The incumbent is also expected to exercise a high degree of independent judgement and initiative in determining the approach/action to take in non-routine situations that may arise. This position must possess knowledge of DOTD procurement policies and procedures and be able to process shopping carts through LaGov system, including proper coding and system functionality. Participates in DOTD structured training programs as required for job title, and attends all continuing education classes and conferences deemed necessary to facilitate optimal job performance and growth. While in official capacity, DOTD employees must comply with applicable Louisiana and Civil Service laws, rules and regulations, as well as, DOTD policies, procedures, manual and directives.
Please list all work experience on the application. Failure to include all work experience may affect your eligibility for this position.
Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.
Information on the Louisiana Workforce Commission, Louisiana Rehabilitation Services is available here: Louisiana Rehabilitation Services - Vocational Rehabilitation - Louisiana Workforce Commission (laworks.net) .
“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.”
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.
Job Specification
The official job specifications for this role, as defined by the State Civil Service, can be found here .
Job Duties
Job Duties and Other Information
65%LaGOV, SAP, PM, and other System Responsibilities:
Creates shopping carts in e-procurement (SRM) for stockroom supplies ordered within the District's delegated purchasing authority. Utilizes SRM MDM internal catalog for contract and/or MRO contracts or sources contract by suggesting source of supply. Obtains quotes on non-contract purchases to ensure cost control and maximized savings. Ensures proper cost coding is entered to include Cost Center, Fund and General Ledger Account. Forwards ordered shopping cart and quotes, if applicable to business office for further processing. Places order with vendor once Purchase Order is processed. Inspects all orders received to verify items meet specification and quantities received ae correct. Checks invoices to verify quantities ordered, received and billed are correct and forwards to business office for payment. Audits and reviews monthly vendor statements utilizing FBLlN in ECC. Researches any discrepancies to resolve whether the FBLlN transaction and the District database (Microsoft Access) to confer with vendors on whether the payment has been made and when the check was issued and any other questions they may have about the payment. Audits inventory levels of material through MIGO, ZL01269, and MB5B transactions within SAP. Enters and edits Material Movement transactions via Material Management System including the management of reservations via MB25 (Reservation list), ZL01268 (Pick list for Reservation), and MIGO (Goods Issued and Goods Receipts).
15%Reporting:
Analyzes and computes data from ECC and SRM to prepare reports for the business office, such as material usage, costs, etc. to ensure the business office has information needed to secure future purchasing contracts and to set inventory quantities.
15%Inventory
Maintains the organization of the Stockroom and is accountable for 150-300 items stored in the stockroom. Performs monthly inventory counts to ensure accuracy and prepare for the annual inventory with the Department's Internal Audit Section. Tags, marks labels, and store inventory items in appropriate locations. Issues stock to appropriate personnel, ensuring physical inventory levels are within 3% of book value.
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. Attend all the structured training for updates and new policies. Maintains the skills to perform assigned task in SAP and E Procurement. May be required to perform other duties as necessary including, but not limited to, emergency/disaster support activities.
Position-Specific Details
Appointment Type: Probational
Career Progression: This position does not participate in a Career Progression Group.
Work Schedule: Work hours are to be determined, Monday - Friday.
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.
- Information to support your eligibility for the position must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections. Applications may be rejected if incomplete.
For further information about this vacancy contact:
Jeanetta Moore
Administrative Program Manager 2
985-375-0100