Administrative Coordinator I

Posting number: 193150

Department: Department of Juvenile Justice

Division: Safety & Law Enforcement Services

Job classification: Administrative Coordinator I

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Corrections, Records Management, Office and Administrative Support

Summary

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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:

The Administrative Coordinator provides administrative support for the Facility Administrator and other area leadership. This position ensures effective coordination, compliance oversight, reporting accuracy, and operational continuity across amongst facility operations. The role directly supports departmental objectives by strengthening administrative systems, compliance tracking, communication, and leadership decision making.

JOB RESPONSIBILITIES:

Plans, directs, and manages the administrative and/or support functions of Detention and Facility leadership. This includes managing HR-related administrative actions for the Facility, including on-boarding, separations, vacancy postings, and coordination with the Senior Administrative Coordinator and HR to ensure proper documentation and compliance are completed timely.

Serves as a liaison between the Facility Administrator and department leaders (security, programs, education, clinical, medical, law enforcement, support services) to support communication, information flow, and follow up on assigned action items.

Maintains the upkeep and data for daily functioning of the facility equipment to include troubleshooting.

Prepares letters, memos, and notices for distribution.

Researches and responds to various office duties including routine and non-routine correspondences and phone requests/inquiries from internal and external stakeholders, youths, youths’ families and general public.

Coordinates and monitors budgets with designated leadership, tracks expenditures, oversees p-card and purchasing processes, and assists in financial planning to ensure responsible and efficient use of resources.

Orders and manages office supplies for the facility and ensures all departmental needs are met.

Prepares advance travel authorization forms and training requests for staff within the assigned facility.

Ensures all forms are submitted timely to Fiscal for processing.

Responsible for developing and managing inventory tracking systems for youth-related items and/or services.

Collects, enters, and monitors administrative data in designated systems, prepares routine reports, and identifies discrepancies for review.

Supports leadership decision making by ensuring data integrity and timely submission of required reports/responses.

Assists with tracking, compiling, and maintaining documentation related to audits, inspections, accreditation standards, and internal reviews.

Ensures records are organized, accurate, and readily available for administrative and oversight purposes.

Prepares and submits reports as required to the Facility Administrator and appropriate personnel within the established time frame.

Collaborates with Intake team to ensure adequate data collection.

Performs additional administrative, operational, or coordination related duties as directed by the supervisor or leadership to support facility priorities, emergency needs, special projects, or evolving operational requirements within the assigned facility or to support the agency.

Examples of duties

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.

ADDITIONAL REQUIREMENTS:

The position requires thorough knowledge of agency policies, procedures, and operational practices; applicable federal and state regulations related to personnel, compliance, and reporting; governmental administrative, fiscal, and human resources processes; and records management and audit ready documentation standards.

Must possess advanced administrative and organizational skills, strong written and verbal communication abilities, and demonstrated proficiency in data tracking, reporting, and analysis.

This role also requires skill in coordinating meetings, preparing agendas, accurately recording minutes, and utilizing Microsoft Office applications and document management systems.

The position demands the ability to manage multiple priorities independently with minimal supervision, work effectively across divisions, facilities, and stakeholders, maintain strict discretion and confidentiality, and proactively identify process gaps while clearly communicating solutions to leadership.

Work is primarily conducted in an office and secure facility environment and requires prolonged sitting, regular computer use, and effective verbal and written communication.

The position also requires the ability to lift up to five pounds, navigate secure facilities, and operate standard office equipment.

This position performs 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 contact with youth within the jurisdiction of the Department of Juvenile Justice.

A valid driver’s license and the ability to travel between facilities may be required.

All required training will be provided in accordance with agency policy and applicable ADA guidelines.

Qualifications

PREFERRED AGENCY REQUIREMENTS:

An associate degree or bachelor’s degree in business administration, public administration, criminal justice or a related field and two years of progressively responsible experience in: executive level administrative support, division or program coordination and records management, reporting or compliance tracking. A bachelor's degree may be substituted for the related work experience.

Supplemental information

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

• Public Service Loan Forgiveness Program* Employee Assistance Program (EAP)* Health, dental, and life insurance* 15 days annual (vacation) leave per year* 15 days of sick leave per year* 13 paid holidays* State retirement plans and deferred compensation programs* Discount Programs such as TicketatWork and WeSave

Applications 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.