Administrative Coordinator

Position: Administrative Coordinator 3
The Division of Administration/Louisiana Property Assistance Agency has a vacancy.  This job title has an assigned pay grade of AS-609.

Louisiana Property Assistance Agency (LPAA) has been designated by the Commissioner of Administration as property and fleet management for the control and disposition of all state moveable property and fleet management for the State of Louisiana. The incumbent maintains the files and processes letters for all new vehicles acquisitioned by a state agency. 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 until the vehicle is picked up by the purchasing agency.

AN IDEAL CANIDATE SHOULD POSESS THE FOLL LOWING

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.

* Focusing on Customers:
The ability to serve the needs of those who support and/or rely on the services provided.

* 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.

* Managing Projects:
The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.

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

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:

* Finalize all sales by generating and processing counter sale invoices in AMP for 1st, 2nd, and 3rd preference buyers, online auction sales, property tag requests and decals for fleet vehicles. Mails all counter sale invoices to preference buyers, state agencies requesting property tags and state fleet decals within two days of purchase. Coordinator will daily scan and email all counter sale invoices to Office of Financial Services.

Assists the Admin Supervisor with completion of invoice process when the supervisor is not in the office.

* Receives vehicle transfers from fleet supervisor. Retrieves vehicle titles and condition reports for each vehicle. Generates and prints two Notice of Transfer of Vehicle & Odometer Statement forms. Uses independent judgement to determine whether odometer statement data is logical before entering. Contacts fleet supervisor to discuss concerns or discrepancies for questionable data. Returns transfers and condition reports to Auto Shop Supervisor within 2 days.

Return titles, Notice of Transfers & Odometer Statements to file.

* Checks customers into the warehouse by verifying that they are approved preference buyers of LPAA, verifies and makes copy of identification and issues the appropriate visitor badge. Uses independent judgement to determine if a preference buyer status is not active in the AMP database. If not, the coordinator provides preference buyers with application to update status. Once forms are completed, the employee determines the appropriate person in the compliance section and ensures delivery of the completed application to that person for approval.

* Maintains purchase write-ups for merchandise placed on 5-day hold by 1st and 2nd preference buyers. Contacts buyers concerning property not purchased by the end of the 5-day hold and keeps the Admin Supervisor informed of status. Maintains a daily log and three-month file on purchase authorizations from customers. Maintains daily sign-in warehouse visitor log.

* Receive and process the Reimbursement for Personally Owned Vehicle report (MV-7) from all state agencies and input the data into the Mileage Report database. Uses judgement to determine whether submitted data is logical before entering. Contacts agency transportation coordinator to discuss concerns or discrepancies for documents containing questionable data.

* Prints copies daily of AMP transfers created the prior workday by the property managers of all state agencies. Uses independent judgement to sort the transfers according to pick up method requested, type of assets listed, and other relevant criteria before delivering the packets to the appropriate…