Administrative Coordinator 4

State of Louisiana; Baton Rouge (LA); On-site; USD 50,000 - 70,000; Full time

Job summary

The State of Louisiana’s Division of Administration/Office of State Buildings seeks a qualified administrator to manage payroll records, time and attendance, and related records across multiple state buildings. The role emphasizes accuracy, compliance with federal and state rules, and seamless coordination with facilities teams.

Appointment can be by new hire or promotion. Benefits include state employment opportunities and comprehensive development programs.

Qualifications

• Three years of experience in administrative services.

Responsibilities

• Manage payroll records for Time and Attendance for Office of State Buildings employees.
• Enter regular on-call duty for varied periods weekly.
• Reconcile reports and audit time sheets for accuracy.
• Process Prior Pay Period Adjustments (PPA) as needed.
• Comply with FLSA, Civil Service rules on overtime, and DOA payroll policies.
• Organize and maintain Payroll and Facilities Maintenance Records.

Skills

Payroll administration

Administrative services

Records management

LaGov payroll knowledge

Tools

LaGov ECC

Payroll software

Job description

About This Job

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

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.

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

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.

For Further Information About This Vacancy, Contact:

Danielle Martin

HR Analyst

Division of Administration/Office of Human Resources

email: [e-mail]

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity to make a difference through public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.

What you will earn and benefits:

As a State Employee, You Will Earn Competitive Pay, Choose From a Variety Of Benefits, And Have Access To a Great Professional Development Program:

Insurance Coverage: More information can be found at https://info.groupbenefits.org/

Parental Leave — Up to six weeks paid parental leave

More information can be found at https://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx

Holidays and Leave — State employees receive the following paid holidays each year:

• New Year's Day
• Martin Luther King, Jr. Day,
• Mardi Gras,
• Good Friday,
• Memorial Day,
• Independence Day,
• Labor Day,
• Veteran's Day,
• Thanksgiving Day and Christmas Day.
• Additional holidays may be proclaimed by the Governor

State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.

Retirement – State Of Louisiana Employees Are Eligible To Participate In Various Retirement Systems (based On The Type Of Appointment And Agency For Which An Employee Works). These Retirement Systems Provide Retirement Allowances And Other Benefits For State Officers And Employees And Their Beneficiaries. State Retirement Systems May Include (but Are Not Limited To):

• Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video to give you more detailed information about their system
• Teacher's Retirement System of Louisiana (www.trsl.org),
• Louisiana School Employees Retirement System (www.lsers.net), among others

Questionnaire

01 Do you have any experience working in LAGOV Payroll?

• Yes
• No

02 Did you list ALL your job experience and education on your application?

• Yes
• No

03 Accepting Direction - How well do you accept guidance, follow instructions, and adjust when given feedback?

• I resist direction, ignore feedback, and need reminders to complete tasks.
• I follow direction with reminders and often need clarification or support.
• I follow direction reliably, adjust to feedback, and complete tasks on time.
• I adapt quickly, follow through, and help others adjust as needed.

04 Accepting Direction - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

05 Demonstrating Accountability - How well do you take responsibility for your actions, results, and performance?

• I avoid responsibility, deliver poor work, and resist feedback.
• I take ownership when prompted and meet basic expectations.
• I own results, meet standards, and respond to feedback professionally.
• I drive high performance, prevent issues, and model accountability.

06 Demonstrating Accountability - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

07 Following Policies and Procedures - How well do you apply rules, policies, and procedures in your work?

• I struggle to follow rules or apply policies correctly, which can lead to confusion or mistakes.
• I follow rules with support and help correct issues, but I sometimes apply policies inconsistently.
• I apply and explain policies accurately, adapt to routine situations, and help improve procedures.
• I guide others in applying policies, prevent compliance issues, and improve procedures based on experience.

08 Following Policies and Procedures - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

09 Managing Resources - How well do you manage financial, physical, or contractual resources to meet operational needs?

• I struggle to manage resources, don’t always follow required procedures, or have trouble keeping accurate records.
• I handle basic resource tasks but may not consistently align them with priorities or follow procedures.
• I manage resources effectively, follow procedures, track usage, and maintain accurate records to support my team’s goals.
• I plan ahead to meet future needs, improve systems, strengthen vendor relationships, and ensure compliance across resource areas.

10 Managing Resources - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid.

Required Question