Louisiana Department of State Civil Service ADMINISTRATIVE COORDINATOR 3 (SWITCHBOARD) in United States
ADMINISTRATIVE COORDINATOR 3 (SWITCHBOARD)
$1,886.00 - $3,702.00 Monthly
DOTD-Engineering & Operations
12/21/2018 11:59 PM Central
DISTRICT 08 – GANG 001 – SWITCHBOARD
JOB NUMBER: AC3-12-6-18-10099-001-GM
Preference will be given to applicants with LAGOV experience.
Applicants must have Civil Service test scores for 8500-Office Support Exam in order to be considered for this vacancy unless exempted by Civil Service rule or policy. If you do not have a score prior to applying to this posting, it may result in your application not being considered.
Applicants without current test scores can apply to take the test here.
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 by selecting the 'Applications' link after logging into their account. Below are the most common status messages and their meanings.
Application received - Your application has been submitted successfully.
Checking for required test score - We are making sure you have an active, passing score for the required written test.
Written Exam – See History – Click on the History link for test results. Candidates with an active, passing score will designate as "Pass". Candidates with a failure on the written exam designate as "Fail". If no information is present, you have no present written exam results.
Evaluating experience - Your application is being reviewed to ensure you meet the minimum qualifications for the position.
Minimum Qualification Review – See History – Click the History link for the results of your application review. Passing candidates will designate as "Pass". Failing candidates will designate as "Fail".
Eligible for consideration - You are among a group of applicants who MAY be selected for the position.
Eligible Pending Supplemental Qualification Review - Only candidates meeting the supplemental qualification will be eligible for referral.
Referred to hiring manager for review - Your application has been delivered to the hiring manager. You may or may not be called for an interview.
Position filled - Someone has been selected for the position.
Position canceled - The agency has decided not to fill the position.
The State of Louisiana only accepts online applications. Paper applications will not be accepted. Computer access is available at your local library, at local Louisiana Workforce Commission Business Career Solutions Centers, and at the State Civil Service Testing and Recruiting Center at 5825 Florida Boulevard, Room 1070, Baton Rouge, LA 70806. If you require an ADA accommodation, please contact our office at (225) 925-1911 or Toll Free: (866) 783-5462 during business hours for additional assistance.
(Please note: Libraries and LWC centers cannot provide in-depth assistance to applicants with limited computer skills; therefore, we suggest that such applicants have someone with computer proficiency accompany them to these facilities to assist with the computer application process. Also, no State Civil Service employees are housed at the libraries or LWC centers to answer specific questions about the hiring process. Such questions should be directed to the State Civil Service Testing and Recruiting Center at the phone numbers above or by visiting the office on Florida Blvd. where assistance is available. Information is also provided on our job seeker website at https://jobs.civilservice.louisiana.gov/).
For further information about this vacancy contact:
Administrative Program Manager 3
Two years of experience in which clerical work was a major duty.
Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.
Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.
College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.
Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.
Any college hours or degree must be from a school accredited by one of the following regional accrediting bodies: the Middle States Commission on Higher Education; the New England Association of Schools and Colleges; the Higher Learning Commission; the Northwest Commission on Colleges and Universities; the Southern Association of Colleges and Schools; and the Western Association of Schools and Colleges.
Function of Work:
To perform a wide variety of clerical duties that requires independent judgment to accomplish in support of the staff members and/or operations of an organizational unit or program.
Some discretion is required in the performance of these duties. Duties begin to expand in scope and complexity, and develop into departmental-program duties.
Level of Work:
General from higher-level clerical and/or supervisory personnel.
May supervise 1-2 lower-level personnel.
Location of Work:
May be used by all state agencies.
Differs from Administrative Coordinator 2 by the presence of responsibility for clerical duties that involve greater scope and complexity, including initial program duties.
Differs from Administrative Coordinator 4 by the absence of paraprofessional duties that involve a higher degree of specialization, complexity, and/or independent judgment.
Examples of Work
Responsible for operation the switchboard, two-way radio and greeting all customers, that include both internal and external.
These duties require a broad overview of the Department's structure and independent decision making to assure that calls are forwarded to the proper person or department in a courteous and timely manner. Responsible for receiving and forwarding messages, for various department, that do not have clerical staff. Receive, transmit, relay and document two-way radio communication made through the District base station. Update the district telephone list by name and the radio call number list.
Responsible and accountable for the disbursement of Petty Cash, which maintains a balance of$3,350 .00 and has annual expenses of approximately $40,000.00. Audit Petty Cash documents ensuring that correct coding is used and authorization and signatures are on the documents. Communicate with management personnel and vendors, exchanging information and resolving problems. Ensure that invoices are official and accurate, issue checks and mail to vendors. Record check number and check dates on Petty Cash receipt. In SAP, under the ECC Module, process, and FBCJ Cash Journal for cash payments for expenditures. In SAP, under the ECC Module, process and FV60 payable document for requesting reimbursement. Ensure that original documents and invoices are mailed to Baton Rouge for further processing. In SAP, under the ECC Module, monitor the FBCJ for cash receipts that will show our reimbursement of the Cash Journal submittal. Responsible for the security of the cash box, check book, and documents for Petty Cash which must be kept under lock and key. Maintain files of the FBCJ Cash Journal expenditures that are subject to an annual audit by Baton Rouge's Audit Section.
Process payments, on FV60's, to vendors for various goods purchased and services provided in District 08 in SAP under the ECC Module. Prepare the code sheet of the processed FV60"s Audit all MIR7 and FV60 pay documents that are retrieved in SAP under the ECC Module.
Scan all pay documents in to Content Manager, using a multi-feeder Fujitsu Scanner.
Responsible for assisting the traveling public by processing all Road Hazard Claims and Glass Breakage Claims on a DA 2073 Form. Gather all necessary documentation form the claimant needed to process a claim such a proof of insurance, registration, detailed information regarding the claim and pictures of damaged property. Compile all information and forward to ORM for further processing and keep a copy on file for further review. Communicate detailed information to claimants and ORM personnel on a regular basis various issues pertaining to claims.
Responsible for the entry, of all calls received from customer, into the Customer Services Database.
Open and stamp all incoming mail for the Business Office and sort and distribute all other incoming mail. Assimilate, package and stamp all outgoing mail for the District and outlying units using a Pitney Bowes AZBA Connect mailing machine with digital scale. Coordinate with Pitney Bowes to replenish postage to the mailing machine.
May be required to perform other duties as necessary including, but no limited to, emergency/ disaster support activities.