Administrative Coordinator 4

Posting number: OSB 091026 MDM

Department: Division of Administration

Division: Office of State Buildings

Job classification: ADMINISTRATIVE COORDINATOR 4

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Records Management, Office and Administrative Support

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The Division of Administration/Office of State Buildings has a vacancy. This job title has an assigned pay grade of AS-611.

This position is responsible for work control and payroll for the Office of State Buildings, an agency with responsibility for maintenance of state office buildings throughout the State, located in Baton Rouge, New Orleans, Alexandria, Shreveport, Monroe, and Lafayette.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES: Accepting Direction: The ability to be open and willing to follow guidance or instructions. Demonstrating Accountability:The ability to take ownership of actions, behaviors, performance, decisions, and outcomes. 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: Facilities Maintenance: •This position receives and evaluates maintenance request notifications for building maintenance via LaGov (ECC), e-mail, or phone for all buildings under DOA jurisdiction •Creates notifications and orders to send to the proper craft(s) •Evaluates and sends project notifications to the Administrative Program Manager •Sends Administrative Program Manager/Director Building Coordinator information for LaGov security changes

Agency Payroll: •This position maintains payroll records for Time and Attendance for the Office of State Buildings employees •Enters regular on-call duty for varied periods of time, on a weekly basis •Reconciles reports and audits time sheets to ensure accuracy •Processes Prior Pay Period Adjustments(PPA) on an as needed basis •Complies with the Fair Labor Standards Act, Civil Service Rules on overtime, and DOA Policy relative to payroll issues

Record Retention: •This position is responsible for organizing and maintaining Payroll and Facilities Maintenance Records •Responsible for following OSB’s Records Retention Schedule to identify outdated Payroll and Facilities Maintenance Records •Preparing a list of the outdated records to be given to the Administrative Program Director to request Authority to Dispose of Records •Disposing of records using a method approved by the Louisiana State Archives

Other duties assigned by the Administrative Program Manager or higher authority.

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

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

No Civil Service test score is required in order to be considered for this vacancy.

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 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.

* Information to support your eligibility for this job title 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 on your application. Applications may be rejected if incomplete.

For further information about this vacancy, contact: Danielle Martin HR Analyst Division of Administration/Office of Human Resources