Administrative Coordinator I - Office Manager (61031671)

South Carolina Department of Transportation; Columbia (SC); On-site; USD 42,000 - 62,000; Full time

Job summary

South Carolina Department of Transportation is seeking an Office Manager for Public Engagement to oversee administrative operations, payroll paperwork, and procurement records. The role supports the Speakers Bureau, special public information programs, and coordination of staff activities within the division.

The position requires a high school diploma or equivalent with 1.5 years of relevant experience and a valid driver’s license, with occasional after-hours work and physical duties as needed.

Qualifications

• High school diploma or equivalent with 1.5 years of relevant experience in business management, public administration, or administrative services.
• Valid motor vehicle operator's license is required.
• Proficiency with administrative tasks, payroll paperwork, and procurement processes.

Responsibilities

• Prepare and maintain all paperwork, logs, and records for procurement and budget matters.
• Provide administrative support across the division and coordinate meetings and communications.
• Liaise with Human Resources and manage onboarding for new staff.
• Coordinate public engagement activities and promote the Speakers Bureau and related programs.
• Respond to inquiries, distribute materials, and handle press distribution channels.

Skills

Office administration

Public engagement support

Communication skills

Education

High school diploma or equivalent

Tools

SCEIS system

Job description

Job Responsibilities

• Under general supervision, this person will serve as the Office Manager for Public Engagement. Duties include preparing and maintain all paperwork, logs, and records for procurement and budget matters. Assist with SCDOT's special public information programs.
• Serves as the Office Manager.
• Organizes office operation and procedures.
• Prepares and completes payroll paperwork and time sheets in SCEIS system.
• Prepares leave requests.
• Controls bill correspondences in a timely manner.
• Prepare Requisitions, Liaise with Supply Depot, Maintain Office Equipment, Maintain Office Records, Maintain Filing System.
• Compiles, prepares and types routine and complex requisitions and purchase orders for materials, supplies and equipment using SCEIS system.
• Define procedures for record retention.
• Develops and monitors compliance with annual budget and consults with supervisor regarding the availability of funds.
• Oversees routine and emergency maintenance of office.
• Coordinates personnel activities for the department, serve as a resource person on personnel policies and procedures.
• Supports a variety of specialized projects for a busy division.
• Provides administrative support for the different departments and supervisors within the division.
• Handle complex administrative assignments and ensure projects are completed timely.
• Assists with the marketing and promotion of the Speakers Bureau and other Public Engagement activities.
• Researches and identifies groups, associations and parties that could have an interest in an SCDOT Speaker.
• Creates a database for these parties for making contact.
• Answers phone calls and processes all requests submitted through the agency's website.
• Responds to verbal and written communication both internally and externally to respond to, share information, and clarify details on specific department initiatives and programs.
• Assists in the distribution of press releases and agendas to the media and the public through a variety of channels.
• Maintains and updates the contact list for distributing all organizational announcements.
• Assists in the gathering of news and relevant updates and provides that information to leadership within the division.
• Assists with the coordination of regular staff meetings and gathers materials and documents relevant to the meeting.
• Prepares agendas in coordination with the appropriate department personnel.
• Serves as a liaison with Human Resources, handling confidential materials, and ensuring that routine procedures, including facilitating the onboarding process for new staff is managed accurately, efficiently and in a timely manner.
• Performs other related duties as assigned.

Minimum And Additional Requirements

A high school diploma and one and one-half (1.5) years of relevant experience in business management, public administration, or administrative services; 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.

Additional Comments

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.