Administrative Assistant (61036463)

State-of-South-Carolina; South Carolina; On-site; USD 32,000 - 42,000; Full time

Job summary

South Carolina Department of Transportation seeks an administrative professional to prepare personnel paperwork, explain benefits changes, and handle hire/separation documentation. You will process requisitions, monitor time data in SCEIS/STARS, verify hours and leaves, and track vehicle usage.

The role includes payroll review, DBE/EEO compliance, FOIA support, and safety reporting. Requires a high school diploma and at least six months of related work experience.

Qualifications

• High school diploma or equivalent required.
• Six months of related work experience preferred.

Responsibilities

• Prepare, maintain, and monitor personnel paperwork for the unit.
• Explain changes to employee benefits and assist with questions.
• Handle hiring and separation paperwork; prepare requisitions and purchase orders.
• Monitor time data in SCEIS/STARS and ensure timely approvals.
• Verify employee time and leave; track vehicle mileage and fuel receipts.
• Maintain filing systems (hardcopy, electronic, ProjectWise).
• Review contractor payrolls for compliance with regulations; manage DBE/EEO/OJT records.
• Assist with FOIA requests and monthly construction/safety reports; maintain OSHA 300 and SDS.
• Perform related duties as assigned.

Skills

Office administration

Timekeeping

Payroll review

Document management

Education

High school diploma

Job description

Responsible for preparing, maintaining, and monitoring personnel paperwork for the unit. Explains changes to employee benefits, and assists employees in resolving any problems or questions related to this area. Responsible for completing employee personnel paperwork for hire and separations. Prepares requisitions, purchase orders, receipts, monitors office supplies, and maintains files and records according to departmental policies and procedures. Prepares correspondence for the District Special Projects Engineer and manager staff as required. Reviews correspondence received to determine the proper routing for response/action. Answers incoming phone calls to the construction office and directs the calls to the proper personnel. Responsible for using the South Carolina Enterprise Information System (SCEIS) and the State Transportation Accounting and Reporting System (STARS) programs to monitor time data and to ensure all time is entered into the system and approved in a timely manner. Reviews and verifies employee's time and leave for accuracy. Enters monthly vehicle mileage reports in the system and ensures correct charge codes are used based on the project file numbers. Tracks vehicle maintenance and processes fuel receipts. Maintains the office filing system in accordance with best practices, including hardcopy, electronic, and ProjectWise formats. Receives and reviews contractor payrolls against monthly wage reports to ensure compliance with state and federal regulations. Prepares and maintains records related to contract DBE/EEO requirements and training to ensure that line contracts meet or exceed requirements for Disadvantaged Business Enterprise (DBE), Equal Employment Opportunity (EEO), and On-the-Job Training (OJT) compliance. Verifies contractor payroll on Federal Aid projects and certifies payroll in SiteManager. Operates computerized system programs to compile, type, revise, combine, edit, print, and store correspondence, reports, records, and other documents. Assists the District Special Projects Engineer by locating contract documentation needed for the preparation of claims and/or delays. Compiles information related to Freedom of Information Act (FOIA) requests and routes it through the District Office Coordinator. Assists in the preparation of monthly construction reports, safety reports, and other reports as assigned. Maintains OSHA 300 and the Safety Data Sheets (SDS) for the Unit. Performs other related duties as assigned.

A high school diploma and six (6) months of work experience that is directly related to the area of employment; or an approved acceptable equivalence.

Physical Requirement: The physical demands for the essential functions of this position include sitting or standing at a desk for extended periods and working on a computer. May be required to lift up to 30 lbs. May be required to work outside of normal work schedule, especially during inclement weather and/or other departmental-related emergencies.

A motor vehicle operator’s license is required.

Non Discrimination Statement 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.