Program Coordinator II - Division of Administrative Services

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.