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Administrative Coordinator 3

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Administrative Coordinator 3

Salary

$2,387.00 - $4,089.00 Monthly

Location

Baton Rouge, LA

Job Type

Classified

Job Number

LPAA 123025C ERG

Department

Division of Administration-LA Property Assist

Opening Date

12/30/2025

Closing Date

1/9/2026 11:59 PM Central

+ Description

+ Benefits

+ Questions

About this Job

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 FOLLLOWING 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

Minimum 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.

Job Specification

The official job specifications for this role, as defined by the State Civil Service, can be foundhere (https://apps01.civilservice.louisiana.gov/onestopjobinfo/DisplayJobSpec.aspx?JobCode=168060) .

Job Duties and Other Information

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 LPAA employee responsible for further action. Submits transfers requiring approval for pick up to the appropriate supervisor for approval.

+ Assists the primary administrative coordinator in receiving checks delivered to the agency. Once received, the employee uses independent judgment to audit the receipts/checks to insure all information is in order and matches the counter sale invoice. Makes copies of the receipts/checks, pulls appropriate invoices and stamps the invoices paid. Generates a daily deposit transmittal spreadsheet by inputting the agency name, check date, check number, customer number, invoice number, and amount paid. Ensures the spreadsheet is verified by the clerical supervisor and forwards the spreadsheet to the Office of Finance and Support Services for final disposition. Downloads from AMP all sales and inputs sales data to the monthly invoice log spreadsheet. Serves as a secondary administrative

+ coordinator in the absence of the primary action coordinator.

+ Assists the primary auction coordinator with facilitating online auction duties. Including, but not limited to, downloading bills of sale from the GovDeals website, processing and emailing bills of sale to auction customers and scheduling auction pick-ups. Serves as a customer service rep to facilitate the online auction by providing updates and information to auction customers as requested. Serves as the secondary auction coordinator in the absence of the primary auction coordinator.

+ Files agency correspondence, transfers (interagency, inventory adjustments, vehicle trade-ins, and scrap/dismantle for parts), MV2 forms, invoices and all other necessary documents.

+ Other duties as assigned by the supervisor.

Position-Specific Details:

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

Louisiana is a "State as a Model Employer" for People with Disabilities.

How To Apply:

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.

*Information to support your eligibility for the position must be included in the application (i.e., relevant, detailed experience/education). Resumeswill notbe accepted in lieu of completed education and experience sections. Applications may be rejected if incomplete.

A criminal history check may be conducted on all new hires as well as employees changing positions, including promotions, demotions, details, reassignments, and transfers. Also, prospective employees may be subject to pre-employment drug testing. New hires will be subject to employment eligibility verification via the federal government's E-verify system.

Applicants qualifying based on college training or receipt of a baccalaureate degree will be required to submit an official college transcript to verify credentials claimed prior to appointment. Please make every effort to attach a copy of your transcript to your application. The transcripts can be added as an attachment to your online application. The selected candidate will be required to submit original documentation upon hire.

For further information about this posting, please contact:

Erica R. Gay

HR Specialist

Division of Administration/Office of Human Resources

Email: [email protected]

Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity tomake a differencethrough public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.

As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:

Insurance Coverage More information can be found at https://info.groupbenefits.org/

Parental Leave– Up to six weeks paid parental leave

More information can be found athttps://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx

Holidays and Leave – State employees receive the following paid holidays each year:

+ New Year's Day

+ Martin Luther King, Jr. Day,

+ Mardi Gras,

+ Good Friday,

+ Memorial Day,

+ Independence Day,

+ Labor Day,

+ Veteran's Day,

+ Thanksgiving Day and Christmas Day.

***** Additional holidays may be proclaimed by the Governor

State employees earn sick and annual leave which can be accumulated and saved for future use. Your accrual rate increases as your years of service increase.

Retirement – State of Louisiana employees are eligible to participate in various retirement systems (based on the type of appointment and agency for which an employee works). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to):

+ Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video (https://lasersonline.org/wp-content/uploads/2016/07/Your\_Retirement\_System.mp4) to give you more detailed information about their system

+ Teacher's Retirement System of Louisiana (www.trsl.org),

+ Louisiana School Employees Retirement System (www.lsers.net), among others

01

ADi: Rate your ability to accept direction based on our definition: The ability to accept and follow directions from those higher in the chain of command.

+ 1= I have no experience and/or am uncomfortable accepting direction

+ 2= I have limited experience or require assistance to accept direction

+ 3= I can accept direction

+ 4= I can accept directions and help others improve their ability to accept direction

02

ADi: Explain your rating by providing specific and relevant examples in the box below.

03

CE: Rate your ability to communicate effectively based on our definition: The ability to relay information correctly and appropriately to connect people and ideas.

+ 1= I have no experience and/or am uncomfortable communicating effectively

+ 2= I have limited experience or require assistance to communicate effectively

+ 3= I can communicate effectively

+ 4= I can communicate effectively and help others improve their communication

04

CE: Explain your rating by providing specific and relevant examples in the box below.

05

FC: Rate your ability to focus on customers based on our definition: The ability to serve the needs of those who support and/or rely on the services provided.

+ 1= I have no experience and/or am uncomfortable focusing on customers

+ 2= I have limited experience or require assistance to focus on customers

+ 3= I can focus on customers

+ 4= I can focus on customers and help others improve their ability to focus on customers

06

FC: Explain your rating by providing specific and relevant examples in the box below.

07

FPP: Rate your ability to follow policies and procedures based on our definition: 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.

+ 1= I have no experience and/or am uncomfortable following policies and procedures

+ 2= I have limited experience or require assistance to follow policies and procedures

+ 3= I can follow policies and procedures

+ 4= I can follow policies and procedures and help others improve their ability to follow policies and procedures

08

FPP: Explain your rating by providing specific and relevant examples in the box below.

09

MPr: Rate your ability to manage projects based on our definition: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.

+ 1= I have no experience and/or am uncomfortable managing projects

+ 2= I have limited experience or require assistance to manage projects

+ 3= I can manage projects

+ 4= I can manage projects and help others improve their ability to manage projects

10

MPr: Explain your rating by providing specific and relevant examples in the box below.

Required Question

Employer

State of Louisiana

Address

For agency contact information, please refer to

the supplemental information above.

Louisiana State Civil Service, Louisiana, 70802

Phone

(866) 783-5462

Website

http://agency.governmentjobs.com/louisiana/default.cfm

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