What are the responsibilities and job description for the Administrative Coordinator I (61034062) position at South Carolina Department of Transportation?
Job Responsibilities
Under general supervision of the Director of Alternative Delivery, coordinates administration activities associated with significant highway transportation projects and programs in the office of Alternative Delivery (OAD) including preparing office correspondence, managing databases, controlling documents, coordinating with HR, supporting the OAD program, administering time, paying contact invoices, and coordinating P-card purchases.
Office Correspondence: Prepares, proofreads, edits, distributes and archives correspondence for the Office of Alternative Delivery (OAD) and ensures timely response per departmental requirements to all correspondence assigned to the Office of Alternative Delivery through the Correspondence Tracking System (CTS) by properly coordinating with parties responsible for generating CTS response. Ensures all correspondence is handled in an effective and efficient manner.
Database Management: Enters various projects documents and information into SCDOT Construction Management Software, Sharepoint, and ProjectWise in a timely manner to ensure data availability for timely reporting. Manages and updates alternative delivery databases, e.g. ATC archive and PowerBI dashboard. Systems will be updated monthly to provide accurate information in the databases. Sets up new projects in ProjectWise with the appropriate folder structure when requested.
Document Control: Tracks project document submissions and responses and ensures accurate and timely filing and retrieval of OAD records. Administers the file retention program and ensures the retention schedule for OAD files are established and fulfilled according to retention policies and guidelines. Manages standard forms, templates, and manuals used by OAD to ensure they are kept up to date. Maintains document naming and version control. Submits, as requested, updates to the OAD website including RFQs, RFPs, addendum, relative project information, committee meeting announcements and project status reports.
HR Coordination: Prepares, reviews, submits and retrieves confidential personnel documents and ensures proper routing through channels for efficient processing. Serves as the HR Liaison for all HR eForms. Assists employees in obtaining timely responses to benefit questions, travel claims, and training. Submits all appropriate forms and documentation in an efficient and timely manner to ensure proper reimbursements and registrations.
Alternative Delivery Program Support: Coordinates efforts associated with DBIA, SCDOT/ACEC/AGC Design-Build Subcommittee, Alternative Delivery Symposiums, OAD Policy Committee meetings, and research, including documenting meeting minutes.
Time Administration: Resolves complex SCEIS issues in a timely manner working with the appropriate offices within the Department to ensure timely processing of payroll documents. Generates SCEIS reports for the Director of Alternative Delivery upon request.
Contract Payments: Prepares and submits Form 608 after receiving approved invoices from the contract manager. Verifies all invoice charge code components to ensure efficient processing. Monitors the Payment for submittal of Form 608 through payment and confirms payment with accounting. Properly archives Form 608 upon confirmation of payment.
Purchasing: Coordinates the purchase of various office products. Reviews and acknowledges P-card purchases against statements in accordance with Departmental guidance for the Office of Alternative Delivery to ensure timely payment of purchases. Maintains required P-card documentation in accordance with the P-card holder requirements. Performs other related duties as assigned.
Minimum And Additional Requirements
A high school diploma and one and one-half (1.5) years of relevant experience in business management, public administration, or administrative services; or an approved acceptable equivalence. A valid motor vehicle operator's license is required.
The physical demands for the essential functions includes sitting or standing at a desk for an extended periods and working on a computer. May be required to lift up to 30 lbs. May be required to work outside normal business hours.
Additional Comments
The South Carolina Department of Transportation is committed to a diverse workforce and does not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.
Under general supervision of the Director of Alternative Delivery, coordinates administration activities associated with significant highway transportation projects and programs in the office of Alternative Delivery (OAD) including preparing office correspondence, managing databases, controlling documents, coordinating with HR, supporting the OAD program, administering time, paying contact invoices, and coordinating P-card purchases.
Office Correspondence: Prepares, proofreads, edits, distributes and archives correspondence for the Office of Alternative Delivery (OAD) and ensures timely response per departmental requirements to all correspondence assigned to the Office of Alternative Delivery through the Correspondence Tracking System (CTS) by properly coordinating with parties responsible for generating CTS response. Ensures all correspondence is handled in an effective and efficient manner.
Database Management: Enters various projects documents and information into SCDOT Construction Management Software, Sharepoint, and ProjectWise in a timely manner to ensure data availability for timely reporting. Manages and updates alternative delivery databases, e.g. ATC archive and PowerBI dashboard. Systems will be updated monthly to provide accurate information in the databases. Sets up new projects in ProjectWise with the appropriate folder structure when requested.
Document Control: Tracks project document submissions and responses and ensures accurate and timely filing and retrieval of OAD records. Administers the file retention program and ensures the retention schedule for OAD files are established and fulfilled according to retention policies and guidelines. Manages standard forms, templates, and manuals used by OAD to ensure they are kept up to date. Maintains document naming and version control. Submits, as requested, updates to the OAD website including RFQs, RFPs, addendum, relative project information, committee meeting announcements and project status reports.
HR Coordination: Prepares, reviews, submits and retrieves confidential personnel documents and ensures proper routing through channels for efficient processing. Serves as the HR Liaison for all HR eForms. Assists employees in obtaining timely responses to benefit questions, travel claims, and training. Submits all appropriate forms and documentation in an efficient and timely manner to ensure proper reimbursements and registrations.
Alternative Delivery Program Support: Coordinates efforts associated with DBIA, SCDOT/ACEC/AGC Design-Build Subcommittee, Alternative Delivery Symposiums, OAD Policy Committee meetings, and research, including documenting meeting minutes.
Time Administration: Resolves complex SCEIS issues in a timely manner working with the appropriate offices within the Department to ensure timely processing of payroll documents. Generates SCEIS reports for the Director of Alternative Delivery upon request.
Contract Payments: Prepares and submits Form 608 after receiving approved invoices from the contract manager. Verifies all invoice charge code components to ensure efficient processing. Monitors the Payment for submittal of Form 608 through payment and confirms payment with accounting. Properly archives Form 608 upon confirmation of payment.
Purchasing: Coordinates the purchase of various office products. Reviews and acknowledges P-card purchases against statements in accordance with Departmental guidance for the Office of Alternative Delivery to ensure timely payment of purchases. Maintains required P-card documentation in accordance with the P-card holder requirements. Performs other related duties as assigned.
Minimum And Additional Requirements
A high school diploma and one and one-half (1.5) years of relevant experience in business management, public administration, or administrative services; or an approved acceptable equivalence. A valid motor vehicle operator's license is required.
The physical demands for the essential functions includes sitting or standing at a desk for an extended periods and working on a computer. May be required to lift up to 30 lbs. May be required to work outside normal business hours.
Additional Comments
The South Carolina Department of Transportation is committed to a diverse workforce and does not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.