ADMINISTRATIVE COORDINATOR 3

DOTD-Administration; Baton Rouge (LA); On-site; USD 38,000 - 56,000; Full time

Job summary

The Louisiana Department of Transportation and Development (DOTD) is seeking an Administrative Coordinator to support the Records Management Unit within Section 26 – Enterprise Support Services. This role handles physical and electronic records, barcode scanning, and inventory systems to ensure proper retention and storage.

The ideal candidate will have at least two years of administrative experience, strong organizational skills, and the ability to work independently while following established

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 role requires handling records, inventory control, and warehouse operations.

Responsibilities

• 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.

Skills

Following Policies and Procedures

Demonstrating Accountability

Thinking Critically

Tools

Barcode-scanning equipment

Inventory software

Job description

Join the Louisiana Department of Transportation and Development (DOTD) as an Administrative Coordinator 3 – Records Management

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.

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.

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/

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

• 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 probational 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 StateCivil Service Rule 6.5(g) and DOTD policy. Any such consideration is subject to approval and applicable pay limitations.

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

* 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 place of completed education and experience sections on your application. Applications may be rejected if incomplete.

Contact Information

For further information about this vacancy, contact:

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