Overview
Office Manager/Administrative Assistant/Bookkeeper Jobs in Washington, DC at Field & Tung
Salary
$2,732.00 – $4,682.00 Monthly
Location
Baton Rouge, LA
Job Type
Classified
Job Number
61/50590207/AC4/3.5.2025-KL
Department
DOTD-Engineering & Operations
Division
District 61- Baton Rouge
Opening Date
03/05/2025
Closing Date
3/19/2025 11:59 PM Central
Supplemental Information
District 61 – Unit 720- Baton Rouge
JOB NUMBER: 61/50590207/AC4/3.5.2025-KL
Administrative Coordinator 4
Please visit our DOTD Career Center for more information about our agency:
http://wwwsp.dotd.la.gov/Inside_LaDOTD/Divisions/Mgmt_Finance/HR/Pages/Career_Center.aspx
Core 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.
Demonstrating Accountability: The ability to accept ownership for your actions, behaviors, performance, and decisions.
About this position
This position provides assistance and support for District 61 Administrative Units 051, 720 and 701, EBR Parish of the Department of Transportation and Development and reports directly to the Bridge Inspection and Maintenance Engineer. The incumbent is also expected to exercise a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations that may arise. This position must possess extensive knowledge of DOTD work activity codes and the roadway system in order to accurately process, report, and document all activities accomplished.
Please list all work experience on the application. Failure to include all work experience may affect your eligibility for this position.
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.
No Civil Service test score is required in order to be considered for this vacancy.
DOTD EMPLOYEES: Refer to appropriate EDSM directive for required structured training requirements and PPM # 59 Workforce Development on training guidelines.
*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:
Thaddaeus Manuel, PE
District Bridge Engineer
225-231-4161
“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.”
Minimum Qualifications
MINIMUM QUALIFICATIONS:
Three years of experience or training in clerical work.
EXPERIENCE SUBSTITUTION:
Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.
Job Concepts
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.
Examples of Work
50% LaGov, SAP and other System Responsibilities:
Prepares, enters and edits Daily Work Reports for maintenance Administrative units, which includes information on materials and equipment used as well as man hours spent in the Agile Assets, Plant Maintenance, and PTMW systems. Ensures that each material used is properly noted on pickup sheet with location, date/time received, and all equipment is properly recorded with the correct equipment numbers, activity codes, and matching accomplishments for activity codes. Checks daily work for the employees’ work hours, overtime, and compensatory leave earned and ensures that they are properly charged out. Creates and maintains FMLA and Military Leave buckets as well as schedule substitutions in LaGOV HCM. Audits a Daily Attendance Log to ensure leave and working hours match what is recorded on the Daily Work Report. Generates bi-weekly payroll reports in LaGOV HCM/PTMW to audit and ensure the accuracy of payroll information. Prepares and submits payroll audit package for review and audit by the District Business Office. May also prepare Prior Period Adjustment (PPA) forms to correct any errors and the Daily Work Report regarding hours, overtime, leave, equipment, and material used. Enters fuel (FICO), oil (MIGO), work order (IW31) and notification (IW21) information into SAP. Audits the weekly fuel report for fuel quantities entered and odometer readings for each piece of equipment in the affected Administrative unit. Monitors oil usage through the MIGO transaction in SAP. Gathers information for reports for prescheduled inspections. The incumbents analyze and compute data to prepare reports rather than transfer the data into a standard report format, such as compiling information on bridge openings and bridge inspection dates. Creates and maintains bridge, correspondence, project, and personnel files. Creates, submits, and files correspondence with local authorities regarding bridge inspection findings. Creates work requisitions and work orders.
30%Reporting:
The Administrative Coordinator is required to prepare special complex reports in assisting the Bridge Inspection and Maintenance Engineer in compiling data for bridge inspections. Handles reimbursable claims for damage to state property. Compiles critical information and/or reports, pictures, etc. for high-level District Managers to aid in DOTD defense or other important matters (i.e. FEMA, FHWA, Legislative Inquiries, United States Coast Guard, Accidents, Insurance Claims, etc.). Reporting to FEMA and FHWA after natural disasters is complex since a variety of critical information must be accurate and in compliance with FEMA, FHWA, DOTD, and Civil Service rules and regulations. Timely reimbursement is contingent upon accurate information on daily work reports.
15%Interacting with the Public/Safety/Petty Cash Functions:
Incumbent makes independent decisions based on the situation when dealing with a request from the public or a related situation. May serve as a liaison and/or contact person between local government authorities, utility companies, railroad companies, State Police, DEQ, Poison Control, DOTD personnel, and others depending on the nature of the situation. Upon notification of dangerous road hazards or bridge damage, will route employees to repair. The incumbent also assists the general public by responding to inquiries about road and bridge closures and damages to their personal property.
Receives complaints that may involve storm damage and/or problems with bridges, ferries, guardrail, fencing, and other roadway elements. Routes complaints to proper office or person. Maintains complex Loss Prevention files on equipment maintenance, building inspections, safety meetings, MSDS, etc. in compliance with the Loss Prevention Audit.
The incumbent disburses petty cash for the assigned Administrative units which includes funds for emergency purchases, completing petty cash receipts and submitting to the Business Office for replenishment of funds in compliance with Business Services and Procedures Manual.
5% Miscellaneous Duties:
Will be required to perform other duties as necessary including, but not limited to emergency/disaster support activities.
Louisiana State Government represents a wide variety of career options and offers an outstanding opportunity to make a difference through public service. With an array of career opportunities in every major metropolitan center and in many rural areas, state employment provides an outstanding option to begin or continue your career.
As a state employee, you will earn competitive pay, choose from a variety of benefits, and have access to a great professional development program:
Insurance Coverage More information can be found at https://info.groupbenefits.org/
Parental Leave – Up to six weeks paid parental leave
More information can be found at https://www.civilservice.louisiana.gov/Parental-Leave/Default.aspx
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.
***** Additional holidays may be proclaimed by the Governor
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). These retirement systems provide retirement allowances and other benefits for state officers and employees and their beneficiaries. State retirement systems may include (but are not limited to):
Louisiana State Employees Retirement System (www.lasersonline.org). LASERS has provided this video to give you more detailed information about their system
Teacher’s Retirement System of Louisiana (www.trsl.org),
Louisiana School Employees Retirement System (www.lsers.net), among others
Title: Office Manager/Administrative Assistant/Bookkeeper
Company: Field & Tung
Location: Washington, DC
