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Administrative Coordinator 4
Salary: $2,732.00 - $4,682.00 Monthly Location: Lafayette, LA Job Type: Classified Job Number: 03-130210-AC4-09112025-DS Department: DOTD-Engineering & Operations Division: District 3- Lafayette Opening Date: 09/11/2025 Closing Date: 9/18/2025 11:59 PM Central About This Job: District 03 / U070/ Mechanic Shop Parts The overall function of this position is of the District's Parts Store Clerk in a District wide office in DOTD District 03 (Lafayette). This position is located in the District 03 / Gang 070 Parts Store, of the Department of Transportation and Development and reports directly to the Equipment Superintendent. The incumbent must be self-motivated and be able to perform duties many times with minimal supervision and also be able to interpret unforeseen conditions as they may arise. The incumbent will participate in appropriate DOTD structured training programs as appropriate and attend all continuing education classes and conferences deemed necessary to facilitate the performance of required tasks. An Ideal Candidate Should Posses The Following Competencies: Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas. 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. Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards. 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. Job Duties And Other Information: Job Duties: LaGov, SAP, PM, and other system responsibilities: Ensures that information related to parts orders for all shop maintenance and repair of District Equipment is properly recorded with the correct mileage, work performed, and parts used. Enters oil (MIGO), notification (IW21), and work order (IW31) information into SAP. Scan all invoices in the system and attach them to the (IW31) work order. Utilized the FBLIN transaction to confer with vendors on whether the payment has been and made and any other questions they may have about the payment. Audits inventory levels of applicable material, including but not limited to oil and greases through MIGO, ZLO1269, and M858 transaction within SAP. The incumbent analyzes and computes data to prepare reports rather than transfer data into standard report format, such as compiling Equipment Repair Status Report, tracking status of all parts orders from the time a piece of equipment arrives at the Shop until the parts are received and issued. Incumbent works with Shop Superintendent ensuring adequate levels of materials on hand, ordering from Stockroom and local vendors when necessary. Responsible for accurate costing on tickets submitted for payment, ensuring correct Work Order Number, Gang Information, and Equipment Number are indicated on all invoices submitted for payment. Research the history of Equipment and older work orders for Supervisors and the Accounting Department when asked. (Example: Equipment History, Past Orders Information, Invoices, etc.) Parts Orders: Orders approximately $460,000 of replacement parts annually for automobiles, heavy duty off-road, and specialized equipment through established contract with multiple vendors, both in and out of state. Enters the Part Store budget onto a Microsoft excel spreadsheet to compute spending and budget availability daily. Requires knowledge of approximately 800 pieces of equipment in order to identify and determine correct parts needed. Requires knowledge of parts identification and interchange manuals to determine the proper part numbers so parts can be received and issued in a timely manner. Responsible for researching established contracts to ensure parts are being purchased from correct vendor. Purchases parts off contracts following specified guidelines. Must be able to use eProcurement and navigate through the system and to find contract and vendor information as needed. Create and ERO that keeps record of all parts being ordered per equipment. Quality Control: The Administrative Coordinator inspects all incoming parts to verify the parts received meet specifications of parts contracts. Also check invoices to verity quantities ordered, received, and billed are correct. Confers with vendors, warehouse and distributors regarding discrepancies of invoice shortages and overages, returning of parts and arranging shipment. Pick up parts from vendors and inspects when a situation occurs where the vendor cannot deliver and the parts store helper is unavailable. Tags, marks, labels, and stores part in appropriate locations. Issues parts to appropriate personnel. Coordinates with Shop Superintendent and works on his/her behalf as necessary to resolve disputes related to parts orders. Communicates and coordinates with end users, mechanics, superintendents, vendors, warehouse representatives, and other parties as necessary to rectify any and all discrepancies pertaining to parts orders. Incumbent makes independent decisions as necessary to resolve any issues. Inventory And Warehouse Requisitions: Responsible for requisition of stock parts from DOTD Central Warehouse and Issuance of the same parts. Maintains inventory on frequently used parts and/or supplies. Conducts physical inventory which includes walking, stooping, and bending while issuing and replacing stock. Other Related Duties: Work cohesively with department staff ensuring a high level of service for both internal and external customers, including but not limited to ensuring phones are answered and customer needs are addressed in a timely manner. May act as a backup timekeeper for Mechanic Shop. Attend all structured training for updates and new policies for timekeeping. Maintains the skills to perform tasks in Agile, SAP, PTMW, MIGO, IFCU and Plant Maintenance. Position-Specific Details: Appointment Type: Probational, Promotional, or Job Appointment Career Progression: This position may be filled as a Recruitment Specialist 1, 2, or 3. Work Schedule: Work hours are 8:00 AM to 4:30 PM, Monday - Friday. Compensation: This position is eligible for premium pay of up to $2.00 per hour. Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals 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 this job title must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. The Louisiana Department of Transportation and Development (DOTD) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities. DOTD does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any @type.
Salary: $2,732.00 - $4,682.00 Monthly Location: Lafayette, LA Job Type: Classified Job Number: 03-130210-AC4-09112025-DS Department: DOTD-Engineering & Operations Division: District 3- Lafayette Opening Date: 09/11/2025 Closing Date: 9/18/2025 11:59 PM Central About This Job: District 03 / U070/ Mechanic Shop Parts The overall function of this position is of the District's Parts Store Clerk in a District wide office in DOTD District 03 (Lafayette). This position is located in the District 03 / Gang 070 Parts Store, of the Department of Transportation and Development and reports directly to the Equipment Superintendent. The incumbent must be self-motivated and be able to perform duties many times with minimal supervision and also be able to interpret unforeseen conditions as they may arise. The incumbent will participate in appropriate DOTD structured training programs as appropriate and attend all continuing education classes and conferences deemed necessary to facilitate the performance of required tasks. An Ideal Candidate Should Posses The Following Competencies: Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas. 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. Making Accurate Judgments: The ability to form an opinion objectively and decisively based on relevant information and in accordance with established standards. 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. Job Duties And Other Information: Job Duties: LaGov, SAP, PM, and other system responsibilities: Ensures that information related to parts orders for all shop maintenance and repair of District Equipment is properly recorded with the correct mileage, work performed, and parts used. Enters oil (MIGO), notification (IW21), and work order (IW31) information into SAP. Scan all invoices in the system and attach them to the (IW31) work order. Utilized the FBLIN transaction to confer with vendors on whether the payment has been and made and any other questions they may have about the payment. Audits inventory levels of applicable material, including but not limited to oil and greases through MIGO, ZLO1269, and M858 transaction within SAP. The incumbent analyzes and computes data to prepare reports rather than transfer data into standard report format, such as compiling Equipment Repair Status Report, tracking status of all parts orders from the time a piece of equipment arrives at the Shop until the parts are received and issued. Incumbent works with Shop Superintendent ensuring adequate levels of materials on hand, ordering from Stockroom and local vendors when necessary. Responsible for accurate costing on tickets submitted for payment, ensuring correct Work Order Number, Gang Information, and Equipment Number are indicated on all invoices submitted for payment. Research the history of Equipment and older work orders for Supervisors and the Accounting Department when asked. (Example: Equipment History, Past Orders Information, Invoices, etc.) Parts Orders: Orders approximately $460,000 of replacement parts annually for automobiles, heavy duty off-road, and specialized equipment through established contract with multiple vendors, both in and out of state. Enters the Part Store budget onto a Microsoft excel spreadsheet to compute spending and budget availability daily. Requires knowledge of approximately 800 pieces of equipment in order to identify and determine correct parts needed. Requires knowledge of parts identification and interchange manuals to determine the proper part numbers so parts can be received and issued in a timely manner. Responsible for researching established contracts to ensure parts are being purchased from correct vendor. Purchases parts off contracts following specified guidelines. Must be able to use eProcurement and navigate through the system and to find contract and vendor information as needed. Create and ERO that keeps record of all parts being ordered per equipment. Quality Control: The Administrative Coordinator inspects all incoming parts to verify the parts received meet specifications of parts contracts. Also check invoices to verity quantities ordered, received, and billed are correct. Confers with vendors, warehouse and distributors regarding discrepancies of invoice shortages and overages, returning of parts and arranging shipment. Pick up parts from vendors and inspects when a situation occurs where the vendor cannot deliver and the parts store helper is unavailable. Tags, marks, labels, and stores part in appropriate locations. Issues parts to appropriate personnel. Coordinates with Shop Superintendent and works on his/her behalf as necessary to resolve disputes related to parts orders. Communicates and coordinates with end users, mechanics, superintendents, vendors, warehouse representatives, and other parties as necessary to rectify any and all discrepancies pertaining to parts orders. Incumbent makes independent decisions as necessary to resolve any issues. Inventory And Warehouse Requisitions: Responsible for requisition of stock parts from DOTD Central Warehouse and Issuance of the same parts. Maintains inventory on frequently used parts and/or supplies. Conducts physical inventory which includes walking, stooping, and bending while issuing and replacing stock. Other Related Duties: Work cohesively with department staff ensuring a high level of service for both internal and external customers, including but not limited to ensuring phones are answered and customer needs are addressed in a timely manner. May act as a backup timekeeper for Mechanic Shop. Attend all structured training for updates and new policies for timekeeping. Maintains the skills to perform tasks in Agile, SAP, PTMW, MIGO, IFCU and Plant Maintenance. Position-Specific Details: Appointment Type: Probational, Promotional, or Job Appointment Career Progression: This position may be filled as a Recruitment Specialist 1, 2, or 3. Work Schedule: Work hours are 8:00 AM to 4:30 PM, Monday - Friday. Compensation: This position is eligible for premium pay of up to $2.00 per hour. Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals 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 this job title must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. The Louisiana Department of Transportation and Development (DOTD) is an equal employment opportunity employer and serves as a model employer for individuals with disabilities. DOTD does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, disability, age, or pregnancy, and prohibits harassment of any @type.