Administrative Coordinator

State of South Carolina; Columbia (SC); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid vacation & sick leave

Telecommuting options

Job summary

State of South Carolina is seeking an Administrative Assistant to support the SCSM team with mailroom operations, meeting coordination, and reporting duties. The role includes assisting with staff recognition events and managing SharePoint/file structures for the agency.

The ideal candidate will have strong organizational skills, experience with MS Office, and the ability to work evenings or weekends as needed.

Qualifications

• At least a two-year degree in business administration, management, a related field or a combination of relevant education and work experience
• Proven experience as an administrative assistant or similar support role
• Exceptional organizational and time management skills with the ability to prioritize tasks effectively.
• Strong verbal, written and interpersonal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and comfortable learning new software
• Ability to work some evenings and weekends, as needed

Responsibilities

• Handle mailroom pickup/distribution/mailing
• Maintain SCSM mailroom supplies and ordering, when needed
• Coordinate/set up All Staff/division meetings
• Assist with staff recognition events, to include managing Agency’s Peer Spot Awards
• Oversee Administrative Teams Master Reporting/Auditing Spreadsheet Timelines and Scheduling
• Manage SCSM Records/Shred Management program
• Manage SCSM annual ticket allotments
• Manage SCSM SharePoint/Shared Drives Folders/Files
• Oversee teamwear orders and distributions
• Assist the Chief Administrative Officer by managing time-sensitive tasks and requests in Asana, and by updating the Administrative Team Master Reporting Spreadsheet, as needed.
• Maintain centralized contracts/agreements folder in SharePoint

Skills

Organizational skills

Time management

Verbal communication

Written communication

Interpersonal communication

Evenings/weekends availability

Education

Two-year degree in business administration or related field

Tools

Microsoft Office Suite

Job description

SCSM Administrative Tasks

• Maintain SCSM mailroom supplies and ordering, when needed
• Coordinate/set up All Staff/division meetings
• Assist with staff recognition events, to include managing Agency’s Peer Spot Awards
• Oversee Administrative Teams Master Reporting/Auditing Spreadsheet Timelines and Scheduling
• Manage SCSM Records/Shred Management program
• Manage SCSM annual ticket allotments
• Manage SCSM SharePoint/Shared Drives Folders/Files
• Oversee teamwear orders and distributions
• Assist the Chief Administrative Officer by managing time-sensitive tasks and requests in Asana, and by updating the Administrative Team Master Reporting Spreadsheet, as needed.
• Maintain centralized contracts/agreements folder in SharePoint

Job Responsibilities

• Handle mailroom pickup/distribution/mailing
• Maintain SCSM mailroom supplies and ordering, when needed
• Coordinate/set up All Staff/division meetings
• Assist with staff recognition events, to include managing Agency’s Peer Spot Awards
• Oversee Administrative Teams Master Reporting/Auditing Spreadsheet Timelines and Scheduling
• Manage SCSM Records/Shred Management program
• Manage SCSM annual ticket allotments
• Manage SCSM SharePoint/Shared Drives Folders/Files
• Oversee teamwear orders and distributions
• Assist the Chief Administrative Officer by managing time-sensitive tasks and requests in Asana, and by updating the Administrative Team Master Reporting Spreadsheet, as needed.
• Maintain centralized contracts/agreements folder in SharePoint

Human Resources Administrative Tasks

• Assist with staffing management and employee on/off boarding, to include interview scheduling, packet preparations and meal arrangements, employee badges, and nameplate ordering.
• Track HR related checklists requirements to include onboarding, offboarding, performance management, and telecommuting checklists
• Maintain and organize physical and digital HR filing system
• Monitor and track unpaid Breaks-in-Service for part-time staff

Minimum Requirements

• At least a two-year degree in business administration, management, a related field or a combination of relevant education and work experience
• Proven experience as an administrative assistant or similar support role
• Exceptional organizational and time management skills with the ability to prioritize tasks effectively.
• Strong verbal, written and interpersonal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and comfortable learning new software
• Ability to work some evenings and weekends, as needed

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

Preferred Qualifications

• Experience in SCEIS and NeoGov
• Experience in Human Resources
• Proficiency in Microsoft SharePoint and Forms
• Proficiency in Adobe Pro/Sign
• Proficiency in Asana

Additional Comments

• Ability to think ahead, take initiative, and follow through with limited guidance
• Discretion and the ability to handle confidential information with integrity
• A positive, proactive attitude and solutions-oriented mindset
• A strong work ethic and the ability to work both independently and as part of a team
• Confidence interfacing with a wide variety of stakeholders including staff, volunteers, and external partners.

Benefits For State Employees

The state of South Carolina offers eligible employees generous benefits, including health and dental insurance; retirement and savings plan options; and paid vacation and sick leave. Plus, work-life balance programs such as telecommuting and flexible work schedules are available to employees of some state agencies.

Insurance Benefits

Eligible employees may enroll in health insurance, which includes prescription coverage and wellness benefits. Other available insurance benefits include dental, vision, term life insurance, long term disability and flexible spending accounts for health and child care expenses.

Retirement Benefits

State employees are also offered retirement plan options, including defined benefit and defined contribution plans. Additionally, eligible employees may elect to participate in the South Carolina Deferred Compensation Program, which is a voluntary, supplemental retirement savings plan offering 401(k) and 457 plan options.

Workplace Benefits

State employees may also be eligible for other benefits, including tuition assistance; holiday, annual and sick leave; and discounts on purchases, travel and more.

Note: The benefits above are available to most state employees, with the exception of those in temporary positions. Employees in temporary grant and time-limited positions may be eligible for all, some or none of these benefits as benefits are associated with each position type. For these positions, contact the hiring agency to determine what benefits may be available.