Administrative Coordinator 4

SE LA Flood Protection Auth-East; New Orleans (LA); On-site; USD 35,000 - 45,000; Full time

Job summary

SE LA Flood Protection Authority-East is seeking an Administrative Services Assistant to support the Maintenance department across Orleans, East Jefferson, and St. Bernard regions. The role reports to the Deputy Undersecretary – 1 and involves timecard review, mail distribution, and invoice processing.

The ideal candidate has three years of experience in administrative services. Compensation will be based on qualifications and experience in a State Civil Service framework.

Qualifications

• Three years of experience in administrative services.

Responsibilities

• Reviews timecards for accuracy, including entering leave time and verifying department codes, in the ADP payroll system for the Maintenance department.
• Reviews daily log sheets from supervisors and foremen for all groups within Maintenance, auditing for accuracy prior to submission for approval.
• Resolves discrepancies by coordinating with supervisors and foremen to maintain checks and balances for time and attendance.
• Sorts and distributes incoming mail to Maintenance staff.
• Coordinates invoice processing: Follows invoices from Finance to supervisors for coding and signature and submits for final review.
• Forwards approved invoices to Finance for payment.

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:Theability to be consistent, honest, and a trustworthy steward of State resources.
• Demonstrating Initiative:Theability 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:Theability to use relevant and valid data to inform a recommendation for action

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.

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

For further information about this vacancy, contact:

Monique Cook
SE LA Flood Protection Authority-East
504-286-3153
[e-mail]