Travel Coordinator (AC10 - Procurement Specialist I) - 61006876

Full Job Description

Careers at DPH: Work that makes a difference!

Pursuing Excellence, Inspiring Innovation, Promoting Teamwork, Embracing Service, and Advancing Equity

The South Carolina Department of Public Health (SC DPH) are seeking a meticulous and organized Travel Coordinator to join our team.

This role is essential to maintaining accurate financial records, ensuring timely processing of expenditures and reimbursements, and supporting employees with travel arrangements.

The Travel Coordinator or will use the South Carolina Enterprise Information System (SCEIS) and other tools to manage a variety of financial tasks with efficiency and precision, contributing to the overall success of the agency's operations.

Job duties will include, but are not limited to:

• Accounts Payable Management:
  • Process direct expenditures, travel claim reimbursements, and inter-department transfers for the agency’s regions and bureaus using the SCEIS system within a three-day turnaround.
  • Review invoices and receipts for accuracy and prepare necessary documentation for payment processing.
  • Ensure proper cost allocation methods and maintain compliance with audit requirements.
• Travel and Reimbursement Processing:
  • Prepare and process travel claim reimbursements, auditing required documentation such as DPH104 forms, invoices, receipts, and agendas for accuracy and approval.
  • Utilize the SCEIS FV60 program to process travel claims and cash advances within three business days of receipt.
  • Assist employees with coordinating travel accommodations, including registrations, lodging, and airfare, and manage out-of-state lodging packets.
  • Document programmatic budget approvals for travel and purchases.
• Records and Documentation:
  • Compile and maintain monthly documentation for WORKS transactions, including a date-stamped and signed BOA monthly statement.
  • Ensure proper filing of procurement documents (hard or electronic copies) for auditing purposes and upload receipts, approvals, and other supporting documentation to designated systems.
• Financial Processing and Coordination:
  • Process accounts payable and accounts receivable using the SCEIS FV60 system for operational and program expenses within five business days.
  • Prepare funds reservations, claims for payment, and monthly IDT invoices for State Fleet, DPH Motor Pool, and regional inter-department transfers.
• Fleet Management:
  • Process monthly mileage logs by allocating trips to appropriate programs, recording mileage per person, and tracking vehicle usage days.
• Other Duties:
  • Perform additional tasks as assigned by supervisors and upper management to support departmental operations.

Requirements

State Minimum:
A high school diploma and work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the work experience.

Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.

Agency Minimum:
A high school diploma and three (3) years in entry level account payable / bookkeeping; or an associate's degree and one (1) year in accounting / bookkeeping; or a bachelor's degree with multiple accounting courses. Strong time management skills with the ability to meet daily and monthly deadlines.

Qualifications

Experiencing in auditing financial records. Knowledge of government accounting / bookkeeping principles and practices. Proficient in Microsoft Word, Excel, Adobe, and SharePoint. Ability to type 35 wpm. The ability to communicate effectively both verbal and written. Maintain confidentiality and work well with others. Must be able to exercise judgment and discretion in interpreting and applying SCDPH program policies and procedures.

Additional Information

EEO: The Department of Public Health 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.

REASONABLE ACCOMMODATION: Applicants needing accommodation for medical reasons or a sincerely held religious belief may submit a request for accommodation. A reasonable accommodation may be granted if it doesn't impose an undue hardship or pose a direct threat to the health and safety of others.

STATE DISASTER PLAN: In accordance with the State's Disaster Plan, which includes hazardous weather, Department of Public Health employees may be required to work in times of an emergency or disaster.

DRIVING RECORD: If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.

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

• 15 days Annual (Vacation) Leave per year
• 15 days Sick Leave per year
• 13 Paid Holidays
• Paid Parental Leave
• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• 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.

HYBRID WORK: The option to work partially remote or adjusted work hours may be available after 12 months of employment for approved positions.