Administrative Coordinator

Overview

About This Job This position functions as a Maintenance Clerk for Caddo Parish, Unit 550 in the West Area, and reports directly to the Parish Highway Maintenance Superintendent. Incumbent must be self‑motivated and be able to perform duties independently with little to no supervision on a regular basis. The incumbent is also expected to exercise a high degree of independent judgment and initiative in determining the approach/action to take in non‑routine situations that may arise.

This position must possess extensive knowledge of DOTD work activity codes and the roadway system in order to accurately process, report, and document all activities accomplished. Participates in DOTD structured training programs as appropriate and attends all continuing education classes and conferences deemed necessary to facilitate the performance of required tasks. While in official capacity, DOTD employees must comply with applicable Louisiana and Civil Service laws, rules and regulations, as well as DOTD policies, procedures, manuals and directives.

• Accepting Direction: The ability to be open and willing to follow guidance or instructions.
• Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.
• Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value.
• Communicating Effectively: The ability to convey information, ideas, and emotions using structured communication methods that promote understanding and engagement.
• Making Accurate Judgments: The ability to assess options, weigh risks, and make sound decisions using available information and logical reasoning.

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.

• Work Order & System Management: Reviews and inputs daily work orders in Agile Assets; verifies accurate coding of labor, equipment, materials, overtime, and leave; ensures proper activity codes and correct employee and project data.
• Payroll & Leave Administration: Audits attendance logs and Daily Work Reports; generates bi‑weekly payroll reports in LaGov HCM/PTMW; prepares payroll audit packages and Prior Period Adjustments (PPAs); manages FMLA, Military Leave, and schedule substitutions.
• Cost Tracking & SAP Functions: Enters labor and equipment data into Plant Maintenance/PTMW for accurate cost tracking of preventive maintenance and repairs; monitors oil usage through SAP (MIGO transactions).
• Reporting & Compliance: Prepares special reports for inventory control and reimbursable claims; compiles documentation for FEMA, FHWA, legislative, and insurance matters; ensures compliance with DOTD, Civil Service, and federal regulations to secure timely reimbursements.
• Public Liaison & Emergency Support: Responds to public inquiries and road hazard complaints; coordinates with local agencies and utility providers; routes emergency issues for resolution; maintains Loss Prevention files; provides support during emergency and disaster operations.

Appointment Type:
Probational or Promotional

Compensation:
Administrative Coordinator 4 has a minimum hire rate of $15.76/hourly

No Civil Service test score is required in order to be considered for this vacancy.

To apply for this vacancy, click on the “Apply” link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities. Applicants are responsible for checking the status of their application to determine where they are in the recruitment process. Further status message information is located under the Information section of the Current Job Opportunities page.

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