Administrative Coordinator - Physical Plant Management

Full Job Description

If your goal is to build a career that makes a difference and you have a passion for making a difference in the lives of South Carolina's youth, consider joining the dedicated people of the South Carolina Department of Juvenile Justice (DJJ).

MISSION:

It is the mission of the South Carolina Department of Juvenile Justice (DJJ) to impact and transform young lives, strengthen families, and support safer communities through targeted prevention and rehabilitation.

JOB PURPOSE:

Under general supervision of the Deputy Director of Physical Plant Management, this position is responsible for carrying out business support activities associated with fiscal management, procurement, administrative, and personnel functions for the Office of Maintenance Services.

JOB RESPONSIBILITIES:

Performs activities necessary for the requisition of supplies, services, and equipment.

Obtains quotes for services, supplies and equipment, prepares requisitions, enters shopping carts in SCEIS, obtains and tracks purchase orders, and reviews and processes invoices.

Ensures state fiscal and procurement compliance; maintains hard copies and digital records, monitors compliance with State and Agency Procurement policy to avoid over or inappropriate expenditures.

Ensures funds are debited from appropriate accounts.

Manages individual expenditure against established limits for open purchase orders.

Reviews and compiles credit card statements for purchases made with state credit card.

Serves as a P-card liaison for the Division of Physical Plant Management.

Prepares and submits all paperwork regarding personnel matters for the Office of Physical Plant Management into the HR portal to include hiring, onboarding, and other personnel actions.

Performs clerical duties for the physical plant staff to include typing correspondence, maintaining schedules, processing mail, file maintenance, and telephone inquiries.

Prepares and maintains detailed fiscal reports to include Open Purchase Orders, Monthly Maintenance Expenditures, and State Credit Card.

Coordinates, plans, and schedules meetings for internal/external stakeholders, manages calendars, and handles department travel arrangements.

Tracks and assists with ensuring Division personnel have their Agency required training and all necessary policy and procedures are completed for outside training.

Performs other related job duties as requested.

Requirements

STATE MINIMUM REQUIREMENTS:

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

ADDITIONAL REQUIREMENTS:

Requires working knowledge of governmental fiscal, procurement, and personnel procedures, practices, and policies.

Must be able to prioritize and coordinate a wide variety of administrative functions.

Knowledge of modern office practices, procedures and equipment.

Ability to coordinate diverse administrative/management functions.

Ability to establish and maintain effective working relationships and be able to communicate effectively both orally and in writing across agency sections, government agencies, and outside vendors.

Must be proficient in Microsoft Office such as Word, Excel, PowerPoint, and Outlook 365. Ability to organize and prioritize. Must be able to effectively multi-task.

This position performs job duties relating to the custody, control, transportation, or recapture of youth within the jurisdiction of the Department of Juvenile Justice and the employee may have direct and indirect contact with youth within the jurisdiction of the Department of Juvenile Justice. Training applicable to these duties will be provided.

Qualifications

PREFERRED AGENCY REQUIREMENTS:

A high school diploma and ten (10) years of experience in public administration, or administrative services.

Additional Information

The South Carolina Department of Juvenile Justice offers an exceptional benefits package for FTE positions that includes:

Public Service Loan Forgiveness ProgramEmployee Assistance Program (EAP) Health, dental, and life insurance15 days annual (vacation) leave per year15 days of sick leave per year13 paid holidaysState retirement plans and deferred compensation programsDiscount Programs such as TicketatWork and WeSaveApplications are incomplete if you fail to answer all supplemental questions, education, and work history.

Incomplete applications are not referred to hiring managers. Applications are accepted until 5:00 p.m. on the stated closing date.

You will be asked to provide a certified transcript if selected for a position requiring a degree.

A background investigation will be conducted that may include but is not limited to, criminal records, driver's license, and child abuse registry prior to an offer of employment.

Additionally, a medical examination and drug testing may be required. Please provide an explanation for any gaps in employment.

A resume may be attached to your application but not substituted for completing the work history section of the application.