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NEOGOV · 1 week ago

Administrative Coordinator 3

Baton Rouge, LA

Full-time

Onsite

Entry, Mid Level

$2,387/mo - $4,089/mo

2+ years exp

NEOGOV is seeking an Administrative Coordinator 3 for the Division of Administration/Louisiana Property Assistance Agency. The role involves managing vehicle acquisitions, processing invoices, and ensuring compliance with policies and procedures related to property and fleet management.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

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

Qualification

Administrative ServicesProject ManagementPolicy ComplianceAccepting DirectionCustomer FocusEffective Communication

Required

Two years of experience in administrative services

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience

The ability to accept and follow directions from those higher in the chain of command

The ability to relay information correctly and appropriately to connect people and ideas

The ability to serve the needs of those who support and/or rely on the services provided

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

The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline

Benefits

Parental Leave – Up to six weeks paid parental leave

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.

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).