Administrative Coordinator I-61009093

S.C. Department of Public Health; South Carolina; Hybrid; USD 36,000 - 54,000; Full time

Benefits offered by this job

Vacation leave

Sick leave

Paid holidays

Parental leave

Health, dental, vision insurance

Retirement options (SCRS/ORP)

Job summary

S.C. Department of Public Health is seeking an Administrative Support position to provide direct support to the Administrative Support Section, Office Manager, and Healthcare Quality Leadership staff.

Primary duties include procurement, invoice processing with encumbrances, fleet management, travel documentation, and HR liaison backup. The role requires strong computer skills, accurate typing, and effective communication, with the possibility of performing emergency response tasks and staying

Qualifications

• High school diploma or higher with relevant admin experience; a bachelor's may substitute.
• Typist speed of 40 WPM and proficient with computer software.
• Strong written and oral communication; able to lift up to 50 pounds and perform physical tasks.

Responsibilities

• Process disbursements and invoices with encumbrances and contracts.
• Coordinate travel arrangements and reimbursements; ensure funding codes are correct.
• Serve as liaison between program staff and accounts payable; assist HR liaison as needed; may be on-call.

Skills

Typing 40 WPM

Computer skills

Oral and written communication

Physical stamina

Education

High school diploma

Bachelor's degree or equivalent

Tools

SCEIS

AP SharePoint

Invoice processing software

Job description

Job Responsibilities

Provide direct administrative support to the Administrative Support Section, Office Manager, and Healthcare Quality Leadership staff regarding procurement, invoice processing, fleet management, travel documentation processing, and personnel matters.

• Responsible for the processing of disbursements for state and federal entities by submitting invoices for processing that include encumbrances of applicable direct or blanket PO's and/or contract including the following items: fleet management, and contractual services received or utilized by HQ staff. Utilizes Encumbrance reports as necessary to complete job functions; knowledgeable of HQ Budgets. Responsible for serving as backup to HQ's HR Liaison, to include timely processing of all HR related documents.
• Assists Administrative Support Section with the coordination of both in state and out-of-state travel arrangements (flights, hotel reservations and registrations); assists in the processing of travel reimbursements and informs staff of necessary time frames and deadlines related to travel requests and their approvals. Maintains proper documentation for employee travel in compliance with all agency policies and procedures. Ensures that proper funding codes are utilized when making said arrangements or when requesting reimbursements for employee travel.
• Coordinates with program areas to ensure that invoice payment processes are in place and that payments are made timely for purchases that have been received by completing goods receipts in SCEIS for PO's that have been issued, or by uploading received invoices for products and services with correct funding information to the AP Share Point site; serves as liaison between program staff and the areas of Accounts Payables/Receivables and procurement team. Performs other duties as assigned, including emergency response and preparedness; may be designated as an essential employee subject to being on call for a 24hr basis.

Careers at DPH

Work that makes a difference! Embracing Service, Inspiring Innovation, Promoting Teamwork, Pursuing Excellence, and Advancing Equity

Minimum And Additional Requirements

State Minimum Requirements

A high school diploma and relevant experience in business management, public administration, or administrative services or a bachelor's degree may be substituted for the required work experience.

Agency Additional Requirements

Must possess the ability to type a minimum of 40 corrected words per minute (WPM), proficiency in computer software programs, and effective oral and written communication skills. Ability to stand, walk, reach, push, pull, stoop, bend, climb at least 2-3 flights of stairs, and lift up to 50 pounds routinely.

***Any equivalent combination of education and/or experience that demonstrates the required knowledge, skills, and abilities may be considered in meeting the minimum qualifications, subject to approval by the DPH Chief Human Resources Officer, or their delegate.***

Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring. Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.

Preferred Qualifications

An associate or bachelor's degree and one (1) year relative experience in business management, public administration, or administrative services.

Additional Comments

EEO: The Department of Public Health is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability, or genetic information.

REASONABLE ACCOMMODATION: Applicants needing accommodation for medical reasons or a sincerely held religious belief may submit a request for accommodation. A reasonable accommodation may be granted if it doesn't impose an undue hardship or pose a direct threat to the health and safety of others.

STATE DISASTER PLAN: In accordance with the State's Disaster Plan, which includes hazardous weather, Department of Public Health employees may be required to work in times of an emergency or disaster.

DRIVING RECORD: If this position requires the applicant to possess a valid driver's license to operate a state vehicle or personal vehicle, any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a 10-year driving record.

Benefits Package

The South Carolina Department of Public Health offers an exceptional benefits package for FTE positions that includes:

• 15 days Annual (Vacation) Leave per year
• 15 days Sick Leave per year
• 13 Paid Holidays
• Paid Parental Leave
• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• S.C. Deferred Compensation Program available (S.C. Deferred Compensation)
• Retirement benefit choices *
  • State Retirement Plan ( SCRS )
  • State Optional Retirement Program ( State ORP )
  • Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.

HYBRID WORK

The option to work partially remote or adjusted work hours may be available after 12 months of employment for approved positions.