ADMINISTRATIVE COORDINATOR 3

Join the Louisiana Department of Transportation and Development (DOTD) as an Administrative Coordinator supporting the Records Management Unit within Section 26 – Enterprise Support Services.

About the role

This position receives, processes, inventories, stores, retrieves, and assists with the proper disposition of records received from DOTD sections and districts throughout Louisiana. The role ensures records, engineering plans, and microfilm are accurately tracked, properly stored, and managed in accordance with applicable records-retention requirements. This is an administrative position with significant warehouse and inventory responsibilities, involving physical and electronic records, barcode-scanning equipment, computerized inventory systems, warehouse equipment, and a delivery vehicle.

The ideal candidate enjoys structured, hands-on work and is comfortable balancing records management, inventory control, administrative duties, equipment checks, and warehouse operations.

Competencies

• Following Policies and Procedures: Ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies.
• Demonstrating Accountability: Ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
• Thinking Critically: Ability to analyze information objectively, identify connections across sources, and form logical, well-supported conclusions.

Responsibilities

• Receives, delivers, picks up, processes, and stages records submitted by DOTD sections and districts throughout Louisiana.
• Maintains an accurate computerized inventory of records, engineering plans, and microfilm using barcode-scanning equipment and inventory software.
• Labels records boxes, verifies transmittal documentation, and reviews record-destruction notices for accuracy.
• Inspects microfilm, conducts scheduled disposal-date cycles, and coordinates the transfer of eligible records to the State Records Center.
• Performs inventory spot checks and annual physical inventories of records stored in multiple buildings and microfilm cabinets.
• Researches inventory discrepancies and reports unresolved records, inventory, or equipment issues to the supervisor.
• Requisitions supplies and fuel needed to support Records Management facilities, vehicles, and equipment.
• Performs routine checks of the delivery van, forklift, microfilm equipment, and other assigned equipment.
• May perform other duties as necessary, including emergency or disaster-support activities.

Requirements

Minimum Qualifications: Two 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.

Appointment Type

This position may be filled as either a probational appointment (open to all qualified applicants), a promotion (open to all statewide classified and Agency-wide permanent status employees), or by detail to special duty.

Additional Information

Additional compensation may be considered for applicants who possess extraordinary job-related qualifications or credentials in accordance with State Civil Service Rule 6.5(g) and DOTD policy. Any such consideration is subject to approval and applicable pay limitations.

For more information about the agency, visit the DOTD Career Center.

Official job specifications for this role, as defined by the State Civil Service, can be found here.