Administrative Coordinator 4

State of Louisiana; New Orleans (LA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Parental Leave

Holiday & Leave Benefits

Job summary

The SE LA Flood Protection Authority-East is seeking a detail-oriented administrative professional to support the Maintenance department across Orleans, East Jefferson, and St. Bernard.

The role emphasizes accuracy in payroll timekeeping, mail distribution, and invoice processing to ensure smooth operations. Ideal candidates will have at least three years of administrative experience, a strong commitment to policy adherence, and the ability to work with diverse teams to deliver timely, accurate

Qualifications

• Three years of experience in administrative services.
• Demonstrated ability to follow policies and procedures and use data to inform decisions.
• Strong written and verbal communication skills.

Responsibilities

• Reviews timecards for accuracy in the ADP payroll system for the Maintenance department; tracks attendance, tardiness, leave usage and balances.
• Audits daily log sheets for accuracy; documents labor hours, codes, and project numbers for Regional Director approval.
• Resolves discrepancies by meeting with supervisors/foremen as part of the checks and balances for time and attendance.
• Sorts and distributes incoming mail to Maintenance staff.
• Coordinates invoice processing; routes invoices for coding, signature, and date before final review.
• Submits completed invoices to the Regional Maintenance Director for approval and forwards approved invoices to Finance for payment.

Skills

Accepting Direction

Communicating Effectively

Following Policies

Ethics and Integrity

Initiative

Professionalism

Resource Management

Time Management

Data Utilization

Education

Three years experience in administrative services

Job description

OUR MISSION

Our mission is to ensure the physical, operational, and financial integrity of the regional flood risk management system in southeastern Louisiana as a defense against floods and storm surge from hurricanes. We accomplish this mission by working with local, regional, state, and federal partners to plan, design, construct, operate, and maintain projects that reduce the probability and risk of flooding for residents and businesses within our jurisdiction.

ABOUT THIS POSITION

This position performs a variety of clerical duties in support of the Maintenance department for the Orleans, East Jefferson, and St. Bernard. The position reports to the Deputy Undersecretary – 1.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES:

Accepting Direction: The ability to accept and follow directions from those higher in the chain of command.

Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.

Following Policies and Procedures: The ability to comply with policies and procedures of the organization as well as State Civil Service rules, and all applicable federal and state laws. .

Acting with Ethics and Integrity: The ability to be consistent, honest, and a trustworthy steward of State resources.

Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals.

Displaying Professionalism: The ability to recognize how your actions impact the perceptions of both you and your organization.

Managing Resources: The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value.

Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity.

Using Data: The ability to use relevant and valid data to inform a recommendation for action

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.

JOB SPECIFICATION

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

JOB DUTIES

• Reviews timecards for accuracy, including entering leave time and verifying department codes, in the ADP payroll system for the Maintenance department. Tracks attendance, tardiness, leave usage, and balances.
• Reviews daily log sheets received from supervisors and foremen for all groups within the Maintenance Department and audits such for accuracy prior to submitting to the Regional Director for approval. Ensures that the following are accurately reflected for each employee: regular/overtime labor and equipment usage hours; cost account code; job code; location code; and project number.
• Takes action to resolve discrepancies by contacting/meeting with supervisors and foremen. This process serves as one component of the checks and balances system for time and attendance recording in the Maintenance Department.
• Sorts and distributes incoming mail to the appropriate Maintenance Department staff.
• Coordinates invoice processing: Receives invoices from Finance and distributes them to the appropriate supervisors/foremen for coding, signature, and date.
• Submits completed invoices to the Regional Maintenance Director for final review and approval.
• Forwards fully approved invoices to the Finance Department for payment.

POSITION-SPECIFIC DETAILS

Appointment Type: This appointment type can be filled as Probational, Promotional, Lateral Transfer, Detail to Special Duty, or Job Appointment.

Career Progression: This position does not participate in a Career Progression Group.

Compensation: The salary offered will be determined based on qualifications and experience.

Louisiana is a State as a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.

CONTACT INFORMATION

Monique Cook

SE LA Flood Protection Authority-East

504-286-3153

[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.

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

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

• 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

BST: Building and Supporting Teams - How well do you work with others to achieve shared goals and contribute to a positive team environment?

• I avoid teamwork, create conflict, or don’t contribute.
• I contribute to team efforts with encouragement and guidance.
• I work well with others, contribute consistently, and support the team.
• I unite teams, build trust, and help others work through conflict.

BST: Building and Supporting Teams - 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.

FPP: 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.

FPP: 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.

ADi: 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.

ADi: 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.

• Required Question