ADMINISTRATIVE COORDINATOR 3

Louisiana Department Of Transportation and Development; Baton Rouge (LA); On-site; USD 38,000 - 60,000; Full time

Job summary

Louisiana Department of Transportation and Development (DOTD) seeks an Administrative Coordinator to support the Records Management Unit within Section 26 – Enterprise Support Services. This role handles records, engineering plans, and microfilm, ensuring accurate tracking, proper storage, and compliance with retention requirements.

The position involves warehouse operations, barcode scanning, and computerized inventory systems, balancing administrative duties with fieldwork and occasional

Qualifications

• Two years of experience in administrative services.
• Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.
• Experience with records management, inventory control, and warehouse operations is a plus.

Responsibilities

• Receives, delivers, picks up, processes, and stages records submitted by DOTD sections and districts.
• Maintains computerized inventory of records, engineering plans, and microfilm using barcode scanning.
• Labels boxes, verifies transmittal documentation, reviews destruction notices.
• Inspects microfilm, coordinates disposal cycles, and transfers eligible records to the State Records Center.
• Performs inventory spot checks and annual physical inventories.
• Researches inventory discrepancies and reports issues to the supervisor.
• Requisition supplies and fuel for Records Management facilities, vehicles, and equipment.
• Performs routine checks of delivery van, forklift, and other equipment.
• May perform other duties including emergency or disaster-support activities.

Skills

Following Policies and Procedures

Demonstrating Accountability

Thinking Critically

Job description

About This Job

The Louisiana Department of Transportation and Development (DOTD) is seeking a dependable, organized, and detail-oriented Administrative Coordinator to support the Records Management Unit within Section 26 – Enterprise Support Services.

This position receives, processes, inventories, stores, retrieves, and assists with the proper disposition of records received from DOTD sections and districts throughout Louisiana. The position plays an important role in ensuring that records, engineering plans, and microfilm are accurately tracked, properly stored, and managed in accordance with applicable records-retention requirements.

This is an administrative position with significant warehouse and inventory responsibilities. The selected applicant will work with physical and electronic records, barcode-scanning equipment, computerized inventory systems, warehouse equipment, and a delivery vehicle. The position requires the ability to work independently, exercise sound judgment, follow established procedures, and manage both routine and changing work assignments.

This role is ideal for someone who enjoys structured, hands-on work and is comfortable balancing records management, inventory control, administrative duties, equipment checks, and warehouse operations.

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

• 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.
• Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.

Minimum 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.

Job Specification

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties

• Receives, delivers, picks up, processes, and stages records submitted by DOTD sections and districts throughout Louisiana.
• Maintains an accurate computerized inventory of records, engineering plans, and microfilm using barcode‑scanning equipment and inventory software.
• Labels records boxes, verifies transmittal documentation, and reviews record‑destruction notices for accuracy.
• Inspects microfilm, conducts scheduled disposal‑date cycles, and coordinates the transfer of eligible records to the State Records Center.
• Performs inventory spot checks and annual physical inventories of records stored in multiple buildings and microfilm cabinets.
• Researches inventory discrepancies and reports unresolved records, inventory, or equipment issues to the supervisor.
• Requisition supplies and fuel needed to support Records Management facilities, vehicles, and equipment.
• Performs routine checks of the delivery van, forklift, microfilm equipment, and other assigned equipment.
• May perform other duties as necessary, including emergency or disaster‑support activities.

Position-Specific Details

Appointment Type: This position may be filled as either a probationary appointment (open to all qualified applicants), a promotion (open to all statewide classified and Agency‑wide permanent status employees), or by detail to special duty.

Compensation: Additional compensation may be considered for applicants who possess extraordinary job‑related qualifications or credentials in accordance with State Civil Service Rule 6.5(g) and DOTD policy. Any such consideration is subject to approval and applicable pay limitations.

No Civil Service test score requirement

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

Contact Information

Gilbert Bonnet, Administrative Program Director 3, Office: 225-379-1123

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.

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: https://www.laworks.net/workforcedev/lrs/lrs_rehabilitation.asp