Administrative Coordinator 3

Division of Administration-LA Property Assist; Baton Rouge (LA); On-site; USD 40,000 - 56,000; Full time

Job summary

Louisiana Property Assistance Agency (LPAA) has a vacancy for a position at pay grade AS-609. The incumbent maintains files and processes letters for new vehicle acquisitions, receives purchase orders, and creates folders with all relevant information until pickup.

Duties include coordinating with the State Fleet Manager, tracking invoices and trades, logging exemptions, and ensuring vehicles pass inspection and payment processing.

Qualifications

• Two 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.

Responsibilities

• The incumbent maintains the files and processes letters for all new vehicles acquisitioned by a state agency including the related trade vehicle information processing and records.
• She receives the purchase orders for new vehicles from State Purchasing and sets up a file for each one placing all applicable information in this folder.
• When the vehicle is delivered to LPAA she matches the invoices and vehicles to the correct purchases order and sends corresponding information to the garage so that the vehicle can be inspected for compliance with purchasing specifications.
• If there is a problem with a vehicle the incumbent contacts the dealership and stays in touch until the problem is corrected.
• When the vehicle passes inspection the incumbent then receives the vehicle in the ISIS and LaGOV systems so that the agency can prepare online payment.
• The incumbent then contacts the agency and sets up a date and time for the pickup of the vehicle.
• When the vehicle is picked up the incumbent gets a copy of the online payment screen (OPAY) or the copy of the check and the transfer detail of the vehicle being traded in.
• If there is no trade in vehicle the agency must have an approved letter of exemption from the State Fleet Manager.
• The agency representatives signs the purchase order and receives the invoice, odometer statement and manufactured certificate of origin for the new vehicle.
• The incumbent keeps a log of all vehicles traded in for new or surplus vehicles received from LPAA and a file for all exemption letters.
• Track vehicle trades at LFPA with state agencies.
• GPS is installed on all state vehicles, unless exempt. The incumbent coordinates with the State Fleet Manager to ensure GPS is installed on all required vehicles before scheduling for pick up by agencies.
• When a vehicle is no longer needed by an agency it is transferred to LPAA and removed from that agency’s inventory via our asset/fleet management system Asset Works.
• In the absence of the fleet supervisor, when the agency physically brings this vehicle in the incumbent goes into the Asset Works system and receives this vehicle which adds it to the inventory of LPAA.
• Responsible to work at monthly auction events as needed to fill in for various positions in the event of an employee absence at the auction.
• Other duties as assigned by the supervisor.

Skills

Accepting Direction

Following Policies and Procedures

Thinking Critically

Job description

The Division of Administration/Louisiana Property Assistance Agency has a vacancy. This job title has an assigned pay grade of AS-609.

Louisiana Property Assistance Agency (LPAA) has been designated by the Commissioner of Administration as property and fleet management for the control and disposition of all state moveable property and fleet management for the State of Louisiana.

The incumbent maintains the files and processes letters for all new vehicles acquisitioned by a state agency. She receives the purchase orders for new vehicles from State Purchasing and sets up a file for each one placing all applicable information in this folder until the vehicle is picked up by the purchasing agency.

AN IDEAL CANIDATE SHOULD POSESS THE FOLLLOWING 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.
• Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, wellsupported conclusions.

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

Two 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:

The incumbent maintains the files and processes letters for all new vehicles acquisitioned by a state agency including the related trade vehicle information processing and records. She receives the purchase orders for new vehicles from State Purchasing and sets up a file for each one placing all applicable information in this folder. When the vehicle is delivered to LPAA she matches the invoices and vehicles to the correct purchases order and sends corresponding information to the garage so that the vehicle can be inspected for compliance with purchasing specifications. If there is a problem with a vehicle the incumbent contacts the dealership and stays in touch until the problem is corrected. When the vehicle passes inspection the incumbent then receives the vehicle in the ISIS and LaGOV systems so that the agency can prepare online payment. The incumbent then contacts the agency and sets up a date and time for the pickup of the vehicle. When the vehicle is picked up the incumbent gets a copy of the online payment screen (OPAY) or the copy of the check and the transfer detail of the vehicle being traded in. If there is no trade in vehicle the agency must have an approved letter of exemption from the State Fleet Manager. The agency representatives signs the purchase order and receives the invoice, odometer statement and manufactured certificate of origin for the new vehicle. The incumbent keeps a log of all vehicles traded in for new or surplus vehicles received from LPAA and a file for all exemption letters. Track vehicle trades at LFPA with state agencies.

• GPS is installed on all state vehicles, unless exempt. The incumbent coordinates with the State Fleet Manager to ensure GPS is installed on all required vehicles before scheduling for pick up by agencies.
• When a vehicle is no longer needed by an agency it is transferred to LPAA and removed from that agency’s inventory via our asset/fleet management system Asset Works. In the absence of the fleet supervisor, when the agency physically brings this vehicle in the incumbent goes into the Asset Works system and receives this vehicle which adds it to the inventory of LPAA.
• Responsible to work at monthly auction events as needed to fill in for various positions in the event of an employee absence at the auction.
• Other duties as assigned by the supervisor.

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.

For further information about this posting, please contact:

Erica R. Gay
HR Specialist
Division of Administration/Office of Human Resources
Email: [e-mail]