Administrative Coordinator 4

About this position:

This position performs highly responsible and complex duties in the receipt, tagging, and issue of consumables and moveable assets for various facilities of the Southeast Louisiana Flood Protection Authority-East (SLFPA-E). This position is responsible for all materials and equipment received through the Central Receiving Department and the release of same as well as issuance of items from Stores Inventory. Total value of material, supplies and equipment received through the Central Warehouse average $2.0 million annually and released directly by the incumbent upon signature.

The SLFPA-E has a combined budget of $55 million and encompasses a number of funds expenditure types and income sources. Properties and facilities include 192 miles of levees and floodwalls, 252 floodgates, 8 complex marine navigational flood control structures, and 3 permanent canal closure pump stations. The accounting and purchasing system tracks expenditures across 8 dimensions including Fund, Department, Function, Activity, Grant, Project, and Location, and Equipment type. This cost accounting system adds orders of magnitude of sophistication and maintenance requirements. In addition, the SLFPA-E is made up of four different agencies (Orleans Levee District, East Jefferson Levee District, Lake Borgne Basin Levee District, and the Flood Protection Authority -East) and contains a complex system of intercompany billing and cost allocations across each of the agencies

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING 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.

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.

Acting Decisively: The ability to make decisions quickly and effectively.

Building and Supporting Teams: The ability to combine your actions and efforts with others to work toward achieving a common goal.

Demonstrating Initiative: The ability to assess information and take action independently to help the organization achieve its goals.

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

Learning Actively: The ability to acquire necessary knowledge and skills to improve performance and achieve organizational goals.

Solving Problems: The ability to discover solutions to problems.

Thinking Strategically: The ability to generate insights and identify opportunities for future growth of the organization.

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.

• Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

For further information about this vacancy contact:

Shannon West

Southeast Louisiana Flood Protection Authority-East

swest@floodauthority.org

(504)286-3132

MINIMUM QUALIFICATIONS:

Three years of experience in which clerical work was a major duty.

SUBSTITUTIONS:

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.

NOTE:

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.

NOTE: Any college hours or degree must be from an accredited college or university.

Function of Work:

To perform complex, often specialized, paraprofessional duties that require independent judgment to accomplish in support of the staff members and/or operations of an organizational unit or program.

Work requires individual discretion in the application of policies and procedures. Duties increase in scope and complexity, and consist mainly of departmental-program duties.

Level of Work:

Advanced.

Supervision Received:

General from higher-level clerical and/or supervisory personnel.

Supervision Exercised:

May supervise 1-2 lower-level personnel.

Location of Work:

May be used by all state agencies.

Job Distinctions:

Differs from Administrative Coordinator 3 by the presence of paraprofessional duties that involve a higher degree of specialization, complexity, and/or independent judgment.

Differs from Administrative Program Specialist--A by the absence of professional-level duties that involve a variety of administrative functions or management of a departmental or statewide program.40% Receiving

• Receives, inspects, approves, rejects and or signs for materials and equipment entering the Receiving Central Warehouse, determines the proper storage location

• Upon receipt and after verification of receipt of proper materials and quantities, contacts the ordering departments for scheduling pickup of received items and then releases same upon receipt of signature from Department Manger or his/her designee

• Records all items received by into the purchasing software generating receiving reports which updates the purchasing and consumable inventory systems, matches the receiving report to the purchase order if applicable and provides these documents to Accounts Payable for payment

• Maintains complete, accurate, and current receiving ad shipping records on both moveable and consumable inventory items issuing tags as needed and determining storage locations •Inspects material and equipment upon receipt by comparing items received to purchase order specifications to assure item(s) received are as ordered

• Generates discrepancy reports as needed reporting shortages or overages for proper adjustment to inventory count and book value

• Generates surveyed out forms to remove obsolete and damaged parts as found in stores inventory for appropriate action and removal

• Recommends, revises, and coordinates proper procedures for receiving, storing and tagging materials, supplies and equipment for a better and more efficient operation •Operates forklift for removal of heavy or large delivers of equipment and materials from motor carriers or vendor's trucks verifying contents of shipments with purchase orders for proper placement into stores inventory (if consumables stock) or to be stored until picked up and signed for by ordering department manager or designee

• Coordinates the return of excess shipments, duplicate orders and/or damaged material and equipment generating required documentation for pickup of materials that need to be returned to sender

• Contacts vendors directly about shortages/backorders/damaged equipment so all can be handled expeditiously

• Reconciles discrepancies between purchase order quantities and costs with invoicing or shipping documentation to ensure correctness of receipt and payment

• Reviews computer-generated reports to make comparisons to items ordered and items receive for accuracy of reporting in purchasing and stores computerized systems and to generates back order reports to validate delivery schedules and expedite overdue shipments

30% Inventory Management

• Issues supplies from stock per requests from the various departments, generating a stores issue

• Conducts inventory cycle counts to ensure that the number of items on hand is accurate

• Assists in surveying out obsolete stock and in setting up routing spot and annual physical inventories of store inventory

20% Fixed Assets

• Issues out state tags for all assets of $5,000.00 and above

• Assists Accountant at maintaining a fixed asset listing for all assets of the SLFPA-E •Acknowledges interdepartmental receipt of transfers of furniture, equipment or vehicles to Property Control area ensuring that tag numbers listed on transfer agreement with the equipment as tagged 5% Uniform Management

• Receives uniforms from employees on weekly basis for return to contractor for cleaning/repair/replacement as needed, generating listing of same for comparison to vendor's listing and notes and forwards same to supervisor

• Receives uniforms back from contractor weekly, comparing names and numbers of returned uniforms to what was picked up by vendor the week before to assure that all are returned and properly cleaned/repaired/replaced prior to releasing same to using employees •Meets with supervisor on weekly basis to discuss any issues or shortages that must be addressed with uniform vendor

5% Other Duties

• During emergencies, remains on duty until emergency subsides or until released by proper authority

• Assist Procurement Manager with purchase of food and oversees food and emergency supplies released along with supplies and equipment from the district's storeroom and warehouse

• Incumbent performs any and all related duties as assigned by the appropriate authority