Program Coordinator II - Division of Administrative Services

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The Department of State Police is seeking a Program Coordinator II who will serve as the administrative coordinator for the Office of the Division Commander - Division of Administrative Services within the Department of State Police. The incumbent will supervise the Administrative Services Unit staff, which includes producing identification cards and related credential documents, firearm licensing, and office support duties such as mail processing, switchboard staffing, and reception functions.

The Program Coordinator II will maintain data in information systems and departmental databases to track Division personnel and program related activities, such as staffing assignments and schedules, budget expenditures, training compliance, awards and commendations, and inter- and intra-agency correspondence. The incumbent will compile pertinent facts and figures and produce narrative and statistical reports for further review and analysis by the Division Commander and his or her direct reports who engage in planning and decision making for the Division.

The responsibilities include, but are not limited to, preparing comprehensive reports of Division activities for regular and special submissions to the agency head, Secretariat personnel, State Authorities, and other requesting parties as directed and approved by the Division Commander. The incumbent will also develop and prepare graphic presentations in the form of slideshows, handouts, bulletins, and other materials for use by Division personnel during meetings, briefings, and public speaking engagements.

Additional Duties:

• Prepare draft and final versions of comprehensive reports of Division activities for regular and special submissions to the agency head, Secretariat personnel, State Authorities and other requesting parties as directed and approved by the Division Commander.
• Provide support, as assigned, for departmental selection and promotional activities.
• Serve as a liaison to unit commanders and managers, such as the Communications Unit, Facilities Unit, Fleet Unit, Finance Unit, Human Resources Unit and the Employee Assistance Unit, to facilitate communication between the Division Commander and the employees in his or her chain of command regarding directives, initiatives, services and responses concerning the Division and its mission.
• Provide office management support for the Office of Division Commander by ensuring that Division Command offices and personnel have adequate office equipment and supplies to fulfill their work obligations and troubleshooting and resolving operating problems with malfunctioning office equipment; completing the annual departmental inventory for the Division Commander's office and performing or coordinating reports of special inventories of Division equipment and resources as needed.
• Maintain the filing and recordkeeping systems of the Division Commander's office, including working with the Division Commander and executive officer to ensure that records control practices adhere to departmental policy, state laws and policies and the Statewide Records Retention Schedule.
• Confer with agency staff on all levels to exchange information, coordinate efforts concerning Division programs and activities.
• Serve as a front-line, responsive presence for telephone, email and personal contact with the Division Commander to ensure that all inquiries are responded to properly or routed to the correct personnel.
• Perform all other related duties as required.

'',''!*!

The Department of State Police is seeking a Program Coordinator II who will serve as the administrative coordinator for the Office of the Division Commander - Division of Administrative Services within the Department of State Police. The incumbent will supervise the Administrative Services Unit staff, which includes producing identification cards and related credential documents, firearm licensing, and office support duties such as mail processing, switchboard staffing, and reception functions.

The Program Coordinator II will maintain data in information systems and departmental databases to track Division personnel and program related activities, such as staffing assignments and schedules, budget expenditures, training compliance, awards and commendations, and inter- and intra-agency correspondence. The incumbent will compile pertinent facts and figures and produce narrative and statistical reports for further review and analysis by the Division Commander and his or her direct reports who engage in planning and decision making for the Division.

The responsibilities include, but are not limited to, preparing comprehensive reports of Division activities for regular and special submissions to the agency head, Secretariat personnel, State Authorities, and other requesting parties as directed and approved by the Division Commander. The incumbent will also develop and prepare graphic presentations in the form of slideshows, handouts, bulletins, and other materials for use by Division personnel during meetings, briefings, and public speaking engagements.

Additional Duties:

• Prepare draft and final versions of comprehensive reports of Division activities for regular and special submissions to the agency head, Secretariat personnel, State Authorities and other requesting parties as directed and approved by the Division Commander.
• Provide support, as assigned, for departmental selection and promotional activities.
• Serve as a liaison to unit commanders and managers, such as the Communications Unit, Facilities Unit, Fleet Unit, Finance Unit, Human Resources Unit and the Employee Assistance Unit, to facilitate communication between the Division Commander and the employees in his or her chain of command regarding directives, initiatives, services and responses concerning the Division and its mission.
• Provide office management support for the Office of Division Commander by ensuring that Division Command offices and personnel have adequate office equipment and supplies to fulfill their work obligations and troubleshooting and resolving operating problems with malfunctioning office equipment; completing the annual departmental inventory for the Division Commander's office and performing or coordinating reports of special inventories of Division equipment and resources as needed.
• Maintain the filing and recordkeeping systems of the Division Commander's office, including working with the Division Commander and executive officer to ensure that records control practices adhere to departmental policy, state laws and policies and the Statewide Records Retention Schedule.
• Confer with agency staff on all levels to exchange information, coordinate efforts concerning Division programs and activities.
• Serve as a front-line, responsive presence for telephone, email and personal contact with the Division Commander to ensure that all inquiries are responded to properly or routed to the correct personnel.
• Perform all other related duties as required.

'',''!*!

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor''s degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.*

III. A Bachelor''s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

'',''!*!

First consideration will be given to those applicants that apply within the first 14 days.

MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) three years of full time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A Bachelor''s degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the-required experience.*

II. A Graduate degree with a major in business administration, business management or public administration may be substituted for the required experience.*

III. A Bachelor''s or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

• Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

Comprehensive Benefits

When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.

Want the specifics? Explore our Employee Benefits and Rewards!

An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.

The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.

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