What are the responsibilities and job description for the Office of Highway Safety and Justice Programs - Administrative Coordinator I - (60019015) position at State of South Carolina?
Job Responsibilities
Plans, coordinates and performs a variety of complex business management support and administrative activities for the Office of Highway Safety and Justice Programs (OHSJP).
Coordinates and provides general administrative support to the OHSJP Directors and Managers, including but not limited to filing, scanning, copying, preparing correspondence. Plans, prepares, and schedules meetings. Records/transcribes and distributes meeting minutes.
Prepares and maintains specialized grant files and records including travel requests and reimbursements for the Governor’s Juvenile Justice Advisory Council (GJJAC).
Serves as back-up to the Highway Safety Administrative Coordinator. Establishes and provides consultation on administrative policies and procedures. Plans and prepares the procurement of supplies including South Carolina Enterprise Information System (SCEIS) shopping carts.
Plans and coordinates the administrative activities for the OHSJP Justice grant staff for all justice related grant programs and projects. This includes but is not limited to preparing master lists of all subgrantees, drafting letters, and preparing grant award packages and workshop materials for dissemination to subgrantees. Consults with program personnel regarding the availability of funds, preparation of grant charts, and funding requests. Provides support in the deployment and administration of the web-based Grants Management System to OHSJP staff as well as applicants and subgrantees.
Responsible for ensuring telephone coverage during office hours. Screens telephone calls for the office and the agency as a whole, responds to questions the caller may have, and routes callers to the appropriate South Carolina Department of Public Safety (SCDPS) staff or to the appropriate agency.
Plans and coordinates the printing and assembly of various grant-related documents, including federal grant applications and related documents in accordance with governmental procedures, practices, policies, and established deadlines.
Supports the Statistical Services and Strategic Planning Section and the Special Programs Section including Traffic Records with preparing, auditing, and maintaining specialized files/records and other related administrative responsibilities.
Performs other administrative duties related to the daily activities of the OHSJP as assigned.
Minimum And Additional Requirements
State Minimum Requirements:
A high school diploma and relevant experience in business management, public administration, or administrative services or a bachelor's degree may be substituted for the required work experience.
Agency Minimum Requirements
A high school diploma and relevant experience in business management, public administration, or administrative services or a bachelor's degree may be substituted for the required work experience.
Thorough knowledge of general office policies, practices, and procedures related to the performance of professional level administrative support functions.
Ability to coordinate a variety of administrative functions for the OHSJP while handling multiple priorities.
Knowledge of modern office practices, procedures, and equipment.
Excellent oral and written communication skills and ability to maintain effective working relationships with SCDPS staff and subgrant agencies.
Effectively plan, coordinate, and organize work activities and prioritize task completion according to schedules and goals.
Works independently and under limited supervision. Must be able to make appropriate decisions independently. Must be highly organized.
Some in-state travel is required.
Preferred Qualifications
Additional Comments
The South Carolina Department of Public Safety is committed to providing equal employment opportunities to all individuals regardless of race, color, religion, sex, age, disability, pregnancy (including childbirth or related medical conditions), or national origin. The department prohibits discrimination based on race, color, religion, sex, age, disability, pregnancy (including childbirth or related medical conditions), or national origin.
Plans, coordinates and performs a variety of complex business management support and administrative activities for the Office of Highway Safety and Justice Programs (OHSJP).
Coordinates and provides general administrative support to the OHSJP Directors and Managers, including but not limited to filing, scanning, copying, preparing correspondence. Plans, prepares, and schedules meetings. Records/transcribes and distributes meeting minutes.
Prepares and maintains specialized grant files and records including travel requests and reimbursements for the Governor’s Juvenile Justice Advisory Council (GJJAC).
Serves as back-up to the Highway Safety Administrative Coordinator. Establishes and provides consultation on administrative policies and procedures. Plans and prepares the procurement of supplies including South Carolina Enterprise Information System (SCEIS) shopping carts.
Plans and coordinates the administrative activities for the OHSJP Justice grant staff for all justice related grant programs and projects. This includes but is not limited to preparing master lists of all subgrantees, drafting letters, and preparing grant award packages and workshop materials for dissemination to subgrantees. Consults with program personnel regarding the availability of funds, preparation of grant charts, and funding requests. Provides support in the deployment and administration of the web-based Grants Management System to OHSJP staff as well as applicants and subgrantees.
Responsible for ensuring telephone coverage during office hours. Screens telephone calls for the office and the agency as a whole, responds to questions the caller may have, and routes callers to the appropriate South Carolina Department of Public Safety (SCDPS) staff or to the appropriate agency.
Plans and coordinates the printing and assembly of various grant-related documents, including federal grant applications and related documents in accordance with governmental procedures, practices, policies, and established deadlines.
Supports the Statistical Services and Strategic Planning Section and the Special Programs Section including Traffic Records with preparing, auditing, and maintaining specialized files/records and other related administrative responsibilities.
Performs other administrative duties related to the daily activities of the OHSJP as assigned.
Minimum And Additional Requirements
State Minimum Requirements:
A high school diploma and relevant experience in business management, public administration, or administrative services or a bachelor's degree may be substituted for the required work experience.
Agency Minimum Requirements
A high school diploma and relevant experience in business management, public administration, or administrative services or a bachelor's degree may be substituted for the required work experience.
Thorough knowledge of general office policies, practices, and procedures related to the performance of professional level administrative support functions.
Ability to coordinate a variety of administrative functions for the OHSJP while handling multiple priorities.
Knowledge of modern office practices, procedures, and equipment.
Excellent oral and written communication skills and ability to maintain effective working relationships with SCDPS staff and subgrant agencies.
Effectively plan, coordinate, and organize work activities and prioritize task completion according to schedules and goals.
Works independently and under limited supervision. Must be able to make appropriate decisions independently. Must be highly organized.
Some in-state travel is required.
Preferred Qualifications
Additional Comments
The South Carolina Department of Public Safety is committed to providing equal employment opportunities to all individuals regardless of race, color, religion, sex, age, disability, pregnancy (including childbirth or related medical conditions), or national origin. The department prohibits discrimination based on race, color, religion, sex, age, disability, pregnancy (including childbirth or related medical conditions), or national origin.