Administrative Coordinator 4

Job Title

The Division of Administration/Office of Technology Services has a vacancy.

This position is located in the Network Communication Services Section. The Office of Technology Services aims to be a responsible partner in delivering innovative, effective, and reliable solutions that support and enhance the IT functions within Executive Branch Departments. The Office of Technology Services will work to increase the return on the State's investment in technology by promoting smart decision-making, solving problems intelligently, increasing the rate of project success, and fostering a skilled and professional staff.

Incumbent of this position assists with the administrative functions for the Network Communication Services (NCS) division. NCS provides network communications and infrastructure management and support for state agencies statewide including 2,800+ network nodes across 1,250 locations, and 5,500 circuits. Supervision is received from the Administrative Program Specialist A and work is performed with a moderate independence and initiative. Verbal and written communication skills are required as well as considerable knowledge of state policies, laws, rules and regulations.

The incumbent is responsible for assisting with administrative functions for OTS-NCS such as payroll, purchasing, personnel management, supply inventory, serving as office receptionist, safety and building coordination, fleet management, and other administrative support functions as well as special projects when required.

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 Duties:

• Serves as the timekeeping administrator for NCS staff, ensuring accurate tracking of attendance and leave
• Enters and manages payroll data in the LaGov HCM Payroll System in accordance with supervisory direction
• Calculates, audits, and monitors payroll transactions to ensure compliance with DOA HR policies and procedures
• Coordinates and executes all payroll-related activities, ensuring timely and accurate processing
• Prepares and submits Prior Period Adjustments (PPAs) with appropriate documentation for review and approval
• Collects and reviews supporting payroll documentation to verify accuracy and required authorizations
• Receives, interprets, and distributes Civil Service, DOA, and OTS HR policies and procedures to management and staff
• Communicates pertinent HR information to employees to ensure awareness and compliance
• Coordinates required approvals to post positions, including internal approvals and staffing request documentation
• Manages job posting activities, including entering requisitions in NEOGOV and distributing applicant information
• Assists with preparing and submitting Position Description documents for organizational changes
• Supports administration of FMLA and Workers' Compensation processes, including communication, documentation, tracking, and status updates
• Processes and routes incoming and outgoing documents to the appropriate internal sections, state agencies, and vendors
• Assists with Continuous Performance Management (CPM) planning and evaluations, ensuring timely and accurate completion in compliance with DOA HR and Civil Service rules
• Tracks and notifies management of upcoming deadlines to support the timely completion of required actions
• Coordinates building-related needs, including maintenance requests, badge access, and parking access through the Park Lync system
• Assists with coordinating routine vehicle maintenance, including inspections, repairs, and oil changes
• Supports coordination of vehicle damage repairs as needed
• Manages supply room inventory for NCS to ensure efficient operations
• Conducts periodic physical inventory counts to maintain accuracy
• Recommends reorder quantities to maintain optimal inventory levels

Position-Specific Details:

Appointment Type:
This vacancy will be filled by a new hire or by promotion of a current permanent status classified employee.

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