ADMINISTRATIVE COORDINATOR 4 (CENTRAL RECORDS)

Salary : $2,732.00 - $4,682.00 Monthly Location : New Orleans, LA Job Type: Classified Job Number: PNO-932-030426-AM Department: Port of New Orleans Port Commission Opening Date: 03/04/2026 Closing Date: 3/18/2026 11:59 PM Central About this Job WHO WE ARE The Port of New Orleans (Port NOLA) is a modern multimodal gateway for global commerce and an in-demand cruise port. Our competitive edge comes from our ability to deliver seamless, integrated logistics solutions between river, rail and road. JOB SUMMARY The Administrative Coordinator 4 provides operational support for the Port of New Orleans and New Orleans Public Belt Railroad Records Department by ensuring the accurate intake, organization, maintenance, and accessibility of records in both physical and electronic formats. This position assists with records processing, classification, and retention in accordance with established retention schedules and departmental procedures. Supports internal users by researching and fulfilling records service requests, providing timely status updates, and escalating discrepancies when necessary. The role performs digitization and indexing functions, including scanning, file conversion, metadata assignment, and data entry into electronic content management systems to support a centralized records repository. Maintains inventory controls and tracking systems, monitors record checkout and storage processes, and assists with retrieval, storage coordination, and reconciliation of inventory discrepancies. Provides guidance on records systems and microfilm equipment, generates reports and work logs for performance tracking, and supports audits, disposals, training, and special records management initiatives. The position also requires assisting with the movement and storage of record boxes and the ability to lift up to 35 pounds. An ideal candidate should possess the following competencies Selected Core Competencies:Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes. Managing Resources: The ability to manage financial, physical, and contractual resources to ensure compliance and maximize business value. Thinking Critically: The ability to analyze information objectively, identify connections across sources, and form logical, well supported conclusions. Preferred Competencies:Adapting to Change: The ability to demonstrate flexibility in thoughts, behaviors, and actions in response to evolving circumstances or unexpected change. Demonstrating Initiative: The ability to assess situations independently and take proactive steps to address them without being prompted or instructed by others. Displaying Professionalism: The ability to uphold workplace standards through consistent conduct, responsible communication, and consideration for others. Focusing on Customers: The ability to understand and meet the needs, preferences, and experiences of internal and external customers. Minimum Qualifications Three 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. Job Specification The official job specifications for this role, as defined by the State Civil Service, can be found here. Job Duties and Other Information Job Duties: Provides operational and administrative support to the Records Department by ensuring the accurate intake, organization, maintenance, tracking, and retrieval of records for the Port of New Orleans and the New Orleans Public Belt Railroad in compliance with established policies and retention schedules. Receive, process, classify, label, and organize hard copy and electronic records in accordance with approved Records Retention Schedules and departmental procedures. Manage and respond to internal records service requests by researching inquiries, providing timely updates, and escalating unresolved discrepancies to management. Utilize records management systems, including inventory databases and electronic repositories, and provide guidance to users on proper system use. Perform digitization and indexing functions, including scanning paper documents, converting electronic file formats, assigning metadata, and entering data into the electronic content management system. Maintain accurate record inventories, tracking logs, and checkout protocols; monitor checked-out records, follow up with users, and refile records as required. Process retrieval requests, coordinate storage box intake into the records vault, and assist with reconciling discrepancies between storage and internal inventory systems. Support departmental operations by generating reports, maintaining work logs, assisting with audits, disposals, trainings, special projects, and providing instruction on microfilm reader usage. Assist with physical records management tasks, including moving and storing record boxes weighing up to 35 lbs. Position-Specific Details: Appointment Type: Probational Career Progression: This position will be filled as a Administrative Coordinator 4 Port NOLA offers competitive benefits that prioritize safety, health and wellness for our employees. Employees have access to the following benefits: Medical / Dental / Vision Insurance Health Savings Account (HSA) Medical and/or Dependent Care Flexible Spending Account (FSA) Life Insurance options Long Term Disability Plan State of Louisiana LASERS state pension program Deferred Compensation Plan (457 plan) with employer match Paid Louisiana State Holidays; and paid Annual and Sick Leave Wellness Center located in the Port Administration Building Ship Shape Wellness Program How To Apply: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. Information to support your eligibility for this job title must be included inn the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete. Contact Information: For further information about this vacancy contact: April McKnight Port of New Orleans / Human Resources P.O. Box 60046 New Orleans, LA 70160 504-528-3277 Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities. 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 Parental Leave - Up to six weeks paid parental leave More information can be found at 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 (). LASERS has provided this video to give you more detailed information about their system Teacher's Retirement System of Louisiana (), Louisiana School Employees Retirement System (), among others 01 Have you included ALL of your work experience on your application? If not, please return to the "Work Experience" section to complete your application. Yes No 02 Are you currently an employee of the Port of New Orleans? Yes No 03 AC: Adapting to Change - How well do you stay flexible and adjust your behavior or work when things change? I resist change, struggle to adjust, and my performance suffers. I accept change with help and adjust slowly. I adjust quickly and stay effective during change. I lead through change and help others stay grounded and flexible. 04 AC: Adapting to Change - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid. 05 DIn: Demonstrating Initiative - How well do you take action and solve problems on your own without waiting for direction? I wait for direction, avoid ownership, and don't solve problems. I meet expectations and help with solutions when asked. I take ownership, solve problems, and follow through. I take initiative, innovate, and deliver results beyond expectations. 06 DIn: Demonstrating Initiative - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid. 07 DPf: Displaying Professionalism - How well do you meet expectations for workplace behavior, communication, and responsibility, especially when under pressure? I miss deadlines, act unprofessionally, or avoid responsibility for my actions or workplace expectations. I meet basic standards for work quality, behavior, and communication when given occasional reminders or support. I meet expectations, follow policies, and communicate respectfully and clearly-even in difficult situations. I model professionalism and ethics, adapt under pressure, and build trust through consistent and responsible behavior. 08 DPf: Displaying Professionalism - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid. 09 FC: Focusing on Customers - How well do you understand and meet the needs of internal or external customers? I struggle to understand customer needs, provide clear information, or resolve issues. I respond to customer needs with some support and build basic working relationships. I understand customer needs, communicate clearly, and deliver timely, reliable service. I anticipate customer needs, build trust, and deliver personalized, proactive service. 10 FC: Focusing on Customers - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid. 11 TCr: Thinking Critically - How do you analyze information and draw meaningful conclusions from it? I miss key details or oversimplify information, and my conclusions may not be based on evidence. I try to analyze information, but I may overlook the relevance or credibility of my sources. I analyze key information, consider the evidence, and form logical conclusions based on credible sources. I uncover deeper insights by connecting different sources, questioning assumptions, and identifying patterns. 12 TCr: Thinking Critically - Explain your selection by providing specific examples from your experience. Tip: Use the STAR method (situation, task, action, result) to explain how you have demonstrated this competency. Examples from work, military service, volunteering, education, or other life experiences are all valid. 13 Describe your experience using electronic content management systems or records inventory databases. What systems have you used? 14 Have you performed document digitization, scanning, indexing, and metadata entry? (Yes/No) Please explain your role. 15 Do you have experience reconciling physical storage inventories with electronic tracking systems? (Yes/No) If yes, describe the process you followed. 16 Do you have experience managing both hard copy and electronic records in accordance with a formal records retention schedule? (Yes/No) If yes, please describe. Required Question

Created: 2026-03-06