Administrative Coordinator 4

$31,224 - $56,184/Yr

State of Louisiana - Bossier City, LA

posted 6 months ago

Full-time - Entry Level
Bossier City, LA
Executive, Legislative, and Other General Government Support

About the position

The Administrative Coordinator 4 position within the Division of Administration/Facility Planning and Control is designed to perform complex and specialized paraprofessional duties that require independent judgment. This role supports the staff members and operations of the organizational unit or program, ensuring compliance with policies and procedures. The incumbent will be responsible for project management support, administrative duties, and technology management, all while adhering to state regulations and organizational standards. The position is classified as temporary, with a maximum duration of 48 months, and may be converted to a probational appointment if a vacant position becomes available and funding allows. The ideal candidate will demonstrate competencies such as accepting direction, effective communication, adherence to policies, making accurate judgments, and managing resources efficiently. The role requires a high level of discretion in applying policies and procedures, with duties that increase in complexity and scope. The incumbent will work under general supervision from higher-level clerical and supervisory personnel and may supervise 1-2 lower-level personnel. This position is critical in maintaining the operational efficiency of the organizational unit, ensuring that all project-related documentation is accurate and up-to-date, and that communication flows smoothly within the team and with external agencies. Key responsibilities include establishing and maintaining project files, tracking project-related documents, assisting in drafting project management documents, and ensuring the accuracy of financial documents. The incumbent will also handle all correspondence for the staff, manage calendars, and coordinate meetings, ensuring that all necessary materials are prepared in advance. Additionally, the role involves managing office supplies, processing purchase orders, and maintaining accurate records for accounting purposes. The Administrative Coordinator 4 will also provide user assistance for software applications and coordinate telecommunications activities, ensuring that all technology needs are met efficiently.

Responsibilities

  • Provide project management support for staff in accordance with rules and regulations.
  • Establish, update, and maintain project files and documentation.
  • Maintain tracking systems for pay applications, change orders, and contracts.
  • Assist in organizing and monitoring project schedules and timelines.
  • Draft project management-related documents such as review letters and requests for proposals.
  • Review documents for mathematical accuracy and compliance.
  • Manage electronic project data and generate reports as needed.
  • Handle all mail outs and prioritize mail received by the office.
  • Compose and proofread correspondence for accuracy and compliance.
  • Schedule meetings and conferences, ensuring all materials are prepared in advance.
  • Maintain staff calendars and ensure timely attendance at appointments.
  • Take and transcribe minutes from meetings as required.
  • Research data for correspondence and reports.
  • Manage files for all documentation crucial to the operation of the office.
  • Activate and deactivate employee badges and maintain records.
  • Order and maintain office supplies and equipment, processing purchase orders and invoices.
  • Provide software user assistance and make technology recommendations.
  • Coordinate telecommunications activities and troubleshoot equipment issues.

Requirements

  • Three years of experience in clerical work as a major duty.
  • Training in a business or clerical-related curriculum may substitute for required experience.
  • Completion of a business or clerical-related curriculum can substitute for a maximum of one year of experience.
  • College training can substitute for required experience on a basis of 15 semester hours for six months of experience.

Nice-to-haves

  • Experience with project management software and tools.
  • Familiarity with LaGov and Bluebeam Revu applications.
  • Strong organizational skills and attention to detail.
  • Ability to work independently and manage multiple tasks.

Benefits

  • Health insurance coverage
  • Paid holidays
  • Flexible scheduling options
  • Professional development opportunities
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