Fleet & Vehicle Acquisition Admin Coordinator

Division of Administration-LA Property Assist; Baton Rouge (LA); On-site; USD 40,000 - 56,000; Full time

Job summary

Louisiana Property Assistance Agency (LPAA) has a vacancy for a position at pay grade AS-609. The incumbent maintains files and processes letters for new vehicle acquisitions, receives purchase orders, and creates folders with all relevant information until pickup.

Duties include coordinating with the State Fleet Manager, tracking invoices and trades, logging exemptions, and ensuring vehicles pass inspection and payment processing.

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

Responsibilities

• The incumbent maintains the files and processes letters for all new vehicles acquisitioned by a state agency including the related trade vehicle information processing and records.
• She receives the purchase orders for new vehicles from State Purchasing and sets up a file for each one placing all applicable information in this folder.
• When the vehicle is delivered to LPAA she matches the invoices and vehicles to the correct purchases order and sends corresponding information to the garage so that the vehicle can be inspected for compliance with purchasing specifications.
• If there is a problem with a vehicle the incumbent contacts the dealership and stays in touch until the problem is corrected.
• When the vehicle passes inspection the incumbent then receives the vehicle in the ISIS and LaGOV systems so that the agency can prepare online payment.
• The incumbent then contacts the agency and sets up a date and time for the pickup of the vehicle.
• When the vehicle is picked up the incumbent gets a copy of the online payment screen (OPAY) or the copy of the check and the transfer detail of the vehicle being traded in.
• If there is no trade in vehicle the agency must have an approved letter of exemption from the State Fleet Manager.
• The agency representatives signs the purchase order and receives the invoice, odometer statement and manufactured certificate of origin for the new vehicle.
• The incumbent keeps a log of all vehicles traded in for new or surplus vehicles received from LPAA and a file for all exemption letters.
• Track vehicle trades at LFPA with state agencies.
• GPS is installed on all state vehicles, unless exempt. The incumbent coordinates with the State Fleet Manager to ensure GPS is installed on all required vehicles before scheduling for pick up by agencies.
• When a vehicle is no longer needed by an agency it is transferred to LPAA and removed from that agency’s inventory via our asset/fleet management system Asset Works.
• In the absence of the fleet supervisor, when the agency physically brings this vehicle in the incumbent goes into the Asset Works system and receives this vehicle which adds it to the inventory of LPAA.
• Responsible to work at monthly auction events as needed to fill in for various positions in the event of an employee absence at the auction.
• Other duties as assigned by the supervisor.

Skills

Accepting Direction

Following Policies and Procedures

Thinking Critically

Job description

Louisiana Property Assistance Agency (LPAA) has a vacancy for a position at pay grade AS-609. The incumbent maintains files and processes letters for new vehicle acquisitions, receives purchase orders, and creates folders with all relevant information until pickup.

Duties include coordinating with the State Fleet Manager, tracking invoices and trades, logging exemptions, and ensuring vehicles pass inspection and payment processing.