Program Assistant (61032268)

State-of-South-Carolina; South Carolina; On-site; USD 32,000 - 45,000; Full time

Job summary

South Carolina Department of Transportation seeks a Supply and Equipment Office Clerk to coordinate complex office processes for vehicle and equipment provisioning. You will issue items to field units, document communications, and ensure accurate data in the Equipment Management System.

Your responsibilities include coordinating disposal with the Surplus Property Office, processing bills of sale, and maintaining historical and current records for vehicles and equipment, while supporting daily

Qualifications

• Handle complex office processes for vehicle and equipment provisioning.
• Enter, correct and modify data in the Equipment Management System.
• Coordinate disposal of agency property with Surplus Property Office (SPO).
• Prepare Goods Receipts in SCEIS and verify vendor invoices.
• Maintain and file historical property records and purchase orders.

Responsibilities

• Act as principal contact with Accounting and vendors for Supply and Equipment.
• Issue vehicles and equipment to field units and document communications.
• Prepare and distribute turn-in notices and initiate property transfers in the EMS.
• Notify custodians of disposal methods and coordinate with SPO.
• Process vehicle titles after auction sales and track sale values.
• Assist with daily mail, telephone contacts, and general office duties.

Education

High school diploma

Job description

Acts as the principle contact with Accounting and vendors for Supply and Equipment. Performs and coordinates the complex office processes involved with constructing new vehicles and equipment through issuing them to field units, including clearly documenting and communicating information. Responsible for input, corrections, and modifications of data in Equipment Management System and related office files.

Coordinates disposal of agency accountable and non-accountable property with property custodians and State Surplus Property Office (SPO). Verifies Request for Authority to Dispose of Accountable Property Form 3024 on HMMS and SCEIS and obtains signatures. Assigns TID control numbers to forms, records forms, and submits to SPO. Notify custodians of the method for disposals. Creates vehicle and equipment auction sale report and forwards to Surplus Property for advertising sale. Receives and processes bills of sales for surplus items sold. Provides assistance to SCDOT custodians and the general public.

Processes vehicle titles after auction sales and submits disposition of vehicles to SFM. Enters sale value in Equipment Management System.

Investigates and resolves surplus property record discrepancies with Accounting. Notifies State Fleet Management (SFM) when licensed plated vehicles and equipment are disposed.

Prepares Material Documents Goods Receipts on SCEIS for acknowledgment of equipment received, calculates money, verifies invoices received for payment. Track purchase order acknowledgments and contact vendors regarding payment status. Investigate payment status for vendors. Communicates delayed in-service dates to vendors for accurate warranty start dates.

Maintain holding files on items ordered until all items are received, new equipment report completed, purchase orders acknowledged, and payment recommended. Assembles and maintains historical files for vehicles, trucks, and equipment ordered.

Prepares and distributes issue letters to headquarters and field units to request turn-in of items currently in service and pickup of new items. Initiates and receives property transfers in Equipment Management System in order to maintain property control information.

Recommends updates to agency surplus property disposal policies and procedures.

Assist with handling daily mail, telephone contacts, and other general office duties as required to complete the mission of the Supply and Equipment Office. Performs other general office duties as required to complete the mission of the Supply and Equipment Office. Performs other required items as assigned by supervisor.

Performs other related duties as assigned.

A high school diploma and six (6) months of relevant program experience; 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.

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.