Supplemental Information

Section 53 – Office ofPublic Works
53/50394752/AA5/05.15.23-MV

Applicants must have Civil Service test scores for 8500-Office Support Exam in order to be considered for this vacancy unless exempted by Civil Service rule or policy. If you do not have a score prior to applying to this posting, it may result in your application not being considered.

Applicants without current test scores can apply to take the test here .

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:
Edward M. Knight, P.E.
Deputy Assistant Secretary, Office of Public Works
1201 Capitol Access Rd.
Baton Rouge, LA 70802
225-379-3007

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.

Qualifications

Job Concepts

Function of Work:
To serve as the special assistant to a classified/unclassified executive or high-ranking classified administrator.

Employees perform duties independently and exercise a high degree of independent judgment and initiative in determining the approach/action to take in non-routine situations.

Level of Work:
Advanced.

Supervision Received:
General from a classified/unclassified executive or high-ranking classified administrator.

Supervision Exercised:
May supervise 1-2 lower-level personnel.

Location of Work:
May be used by all state agencies.

Job Distinctions:
Differs from Administrative Assistant 4 by the presence of responsibility for serving as special assistant to a classified/unclassified executive or a high-ranking classified administrator.

Differs from Administrative Assistant 6 by the absence of responsibility for serving as the confidential executive assistant to the unclassified Secretary, Deputy Secretary, Undersecretary, Assistant Secretary, or equivalent high-level classified/unclassified executive of a major state department.

Examples of Work

DUTIES AND RESPONSIBILITIES

Incumbent serves as the confidential assistant to the Engineer 9 for Public Works and Water Resources Division. The Public Works and Water Resources Division includes Dam Safety, Hydraulics, Levee Safety, Floodplain Management, Statewide Flood Control and Water Resources. This position involve highly responsible duties in that the incumbent must perform and act with authority on administrative and operational details, using independent judgment and initiative in order to control normal flow of work through the Public Works and Water Resources Division. In addition, incumbent provides clerical/secretarial support to the Director of Levees, Dams, Reservoirs, and Public Works staff personnel. The incumbent is responsible for fiscal management (budget, personnel, payroll, procurement, asset management, training, safety) of Public Works and Water Resources.

Percentage of time has been approximated. Activities very from day-to-day and are difficult to assign or indicate exact percentage.

55% OFFICE ADMINISTRATION

• 
  Answer and route incoming telephone calls to appropriate staff members; receive visitors to the Section and determines the nature of their business. Direct them to the appropriate staff for further consultation.
• Communicate with Office of the Governor, Office of Coastal Protection, State Legislators, U.S. Congressmen, USACE, FEMA, Secretary’s Office, various Levee Boards, Commissions, Associations, Contractors, Consultants, DOTD districts, etc. on behalf of the Engineer 9.
• In the absence of the Engineer 9, independently acts with authority and judgment in relieving the Engineer 9 on matters of a routine nature.
• Keep the Public Works and Water Resources Division informed of all matters of policy and procedure changes. Read publications, regulations, and directives and take action or refer important matters to supervisors and staff.
• Independently compose and type correspondence for signature, routine administrative matters, general office policies, and programs based on knowledge of supervisor’s views and verbal instructions.
• Provide guidance and clerical support to Dam Safety, Hydraulics, Levee Safety, Floodplain Management, and Statewide Flood Control.
• Type and/or review for accuracy written communication and various forms composed by the Engineer 9 subordinate staff prior to signature.
• Anticipate and/or upon Engineer 9 directive, make necessary arrangements for meetings and conferences; prepare and disseminate handout materials for conferences and workshops.
• Prepare briefing documents for Engineer 9 to present to higher authority in DOTD, including correspondence requiring the signature of the Secretary and Governor.
• Serve as liaison between Public Works employees and Information Services by receiving and dispatching complaints relative to the malfunctioning of communication equipment, responsible for the procurement of all Section requests for specialized, highly technical computer/telecommunications equipment, systems, and services.
• Maintain a specialized filing system of federal projects (150+) planning and coordination activities for water resources development projects consisting of correspondence, agreements, reports, legal documents, maps, appraisals, contracts, leases, personnel files, financial information, and other information relative to the operation of Public Works and Water Resources Division.
• Receive and route incoming mail/parcels. Determine whether supporting information needs to be attached for clarification and attach when required.
• Summarize certain pieces of correspondence and apprise Section Head of content.
• Route messenger mail, incoming and outgoing to appropriate personnel.
• Responsible for all FedEx and certified mail both outgoing and incoming for the Section.
• Keep abreast of current mail trends in accordance with Departmental Federal/State requirements.
• Maintain mailing lists of various commissions, tasks forces, advisory groups, levee boards, and councils associated with the Public Works responsibilities.
• Serve as Public Works Education and Training System (ETRN) training coordinator. Monitor and ensure that Public Works’ employees are in compliance and up to date on all HR training.

20% BUDGET/FISCAL

• Monitor and oversee the operating budget and issues related to the availability of funds for Public Works and inform the Engineer 9 of any issues.
• Collect and compile budget data for annual proposed budgets.
• Purchase supplies and equipment; maintain purchasing files (requisitions, purchase orders, state invoices, and contract payables) for Public Works.
• Create shopping carts; receipt and process pay documents for professional and miscellaneous services’ contracts charged to Public Works FY operation budget in SAP.

• Prepare and process employees travel documents (travel authorizations, expense accounts, travel logs and purchasing card logs) for reimbursement in LEO and scan into Content Management in accordance with policy and procedure guidelines established by the Department. Process Petty Cash reimbursements.

• Ensure that Public Works and Water Resources’ financial information (CEA’s, Grants, sub recipients, fixed contracts, in-kind contributions, etc.) is entered into the Annual Financial Reporting Portal annually for reporting purposes.

10% PAYROLL/PERSONNEL

• Assigned Time Administrator for Public Works and Water Resources. Review and transmit time for employees in SAP. Initiate and submit corrective action measures.
• Ensure that PES planning and ratings are done and forwarded to HR in a timely manner.
• Maintain personnel, FMLA, work compensation records on employees.
• Prepare and process correspondence to fill job vacancies and reallocations for Public Works.

5% PROPERTY/INVENTORY CONTROL

• Assigned property control coordinator for Public Works.
• Report maintenance issues/requests for Public Works in SAP.
• Schedule maintenance/inspections and repair work on assigned Public Works vehicles through SAP.
• Request Fueltrac pin #’s for new employees. Verify monthly Fueltrac transactions and scan into Content Manager. Maintain monthly passenger logs on the mileage for assigned vehicles.
• Perform annual inventory of movable and non-movable property. Prepare and make all necessary changes relating to the inventory. Compile and submit inventory report to DOTD Loss Prevention Officer. Investigate discrepancies relating to physical and permanent inventory records.
• Maintain a detailed inventory record of current State properties by recording descriptions of property, date of purchase, identification numbers, locations, and related information in SAP.
• Responsible for the tagging, location and maintenance of Public Works’ property in accordance with Property Control regulations.
• Prepare and submit appropriate forms to transfer, destroy, or recommend for disposal equipment or furniture from main inventory listing.
• Prepare documents for archives and microfilming in accordance with approved guidelines.

5% LOSS PREVENTION

• Safety Coordinator for Public Works and Water Resources.
• Conduct monthly safety meetings with safety material provided by the Loss Prevention Section as required by Office of Risk Management.
• Conduct monthly safety inspections for safety hazards in Public Works.
• Annually request ODR’s on all employees who operate state or rented vehicles.
• Maintain a key log control in order to ensure the safety of personnel, equipment and property within Public Works.

5% OTHER DUTIES

• May be required to perform other duties as necessary including, but not limited to emergency disaster support activities.