Administrative Coordinator II - 61151745

Full Job Description

Are you an experienced professional looking for new opportunities to further your career?

The South Carolina Office of Resilience is seeking a hardworking and dependable candidate just like you to apply!

This position will offer great benefits with the state, including 15 days of annual and sick leave per year or more depending on applicable state service.

The Office of Resilience Mitigation Administrative Coordinator assists the Mitigation Director as well as the Mitigation Program Managers to guide and lead dynamic state and federally funded grant programs.

Engages with state-wide mitigation programs and projects. Assists state and local governments on behalf of the Mitigation Department.

Coordinates and develops business relationships with state, federal, and local governments. Performs data entry and project financial record-keeping.

Coordinates meetings (including Mitigation Citizen Advisory Committee, Special Case Panel, etc.) and conferences, records, and transcribes board and meeting minutes.

Prepares and maintains reports and presentations for the Mitigation Department. Coordinates correspondence via mail, email, and voice telecommunications.

Maintains the system of record for Mitigation programs. The job duties of this position include but are not limited to the following:

Performs administrative duties for the Mitigation team and department.

Including but not limited to scheduling meetings, managing the public departmental email account and phone line, making copies of materials for meetings, and routing documents for review and signatures, maintaining and updating resource manuals and materials, such as the Policy and Procedure Manuals and the Outreach Contact Directory.

Schedule meetings with internal and external stakeholders as necessary while ensuring that availability aligns with the Mitigation Department employees' schedules.

Use calendar tools or programs to organize and share meeting information with both stakeholders and employees.

Create and distribute a weekly Mitigation Department events update for Mitigation and SCOR management team.

Data coordination and management. Maintains a running tracker of data sets for each Mitigation Program and related KPls. Assembles data and information for management analysis and program management.

Duties include the development and maintenance of the project tracker, summarizing supplemental timesheets for appropriate activity delivery for respective grant funding distribution, and the development and maintenance of the vendor capacity tracker.

Prepares presentations, reports, and manuals for the Mitigation Department.

Duties include, but are not limited to, weekly All Hands meeting presentations and monthly Stakeholder meeting presentations, public meetings, legislative briefings, as well as program area and geographical specific presentations for internal and external stakeholders.

Serves as the Secretary of the Mitigation Special Case Panel (MSCP) and Chairs the Mitigation Citizen Advisory Committee (MCAC). Compiles project packages for MSCP review and determination.

Sends MSCP agendas ahead of the meetings. Maintains the MSCP meeting schedule. Records and takes notes for MSCP meetings. Prepares MSCP Decision Memos.

Primary point of contact for MCAC committee members. Schedules MCAC meetings and prepares MCAC presentations. Takes and distributes meeting notes.

Performs other duties as required/assigned.

Requirements

A high school diploma and relevant experience in business management, public administration or administrative services. A bachelor's degree may be substituted for required work experience.

ADDITIONAL REQUIREMENTS:

• Knowledge of the agency's mission, programs, and objectives. Knowledge of the agency's organizational structure, the people who manage the work and the processes applicable to natural environmental disaster recovery and mitigation.
• Ability to assess project concepts and justify applicability to the mitigation program activities. Must be able to use discretion when working with confidential and sensitive information.
• Must have a positive customer service disposition. Knowledge of laws, policies, procedures, rules and regulations related to the specific administrative/management function. Knowledge of modern office practices, procedures and equipment.
• Ability to coordinate diverse administrative/management functions. Ability to establish and maintain effective working relationships. Ability to plan, organize and supervise the work of subordinate personnel. Ability to communicate effectively.

Applicants indicating college credit or degree(s) on the application will be required to bring a copy of college transcript to the interview.

A copy of the transcript may also be uploaded as an attachment to the application, if required by the hiring department or if desired by the applicant.

Please note that some areas of the Agency may require an official, certified copy of the transcript prior to hiring or within a specific timeframe required by that area, after hiring.

Failure to produce an official, certified transcript may result in not being hired or termination.

Additional Information

The Office of Resilience is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy childbirth or related medical conditions, including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment.

Please complete the state application to include all current and previous work history and education.

A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

The South Carolina Office of Resilience offers an exceptional benefits package for full time (FTE) employees:

• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• Paid Parental Leave
• S.C. Deferred Compensation Program available(S.C. Deferred Compensation)
• Retirement benefit choices *
  • State Retirement Plan(SCRS)
  • State Optional Retirement Program (State ORP)

*Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.