Administrative Coordinator I - Office Manager (61031671)

State-of-South-Carolina; South Carolina; On-site; USD 42,000 - 65,000; Full time

Job summary

South Carolina Department of Transportation is seeking an Office Manager for Public Engagement. The role coordinates office operations, payroll paperwork in SCEIS, and admin tasks across procurement and budgeting.

You will support Speakers Bureau activities and handle communications with the public and media. The position requires a high school diploma and about 1.5 years of relevant experience in administrative services.

Qualifications

• High school diploma or equivalent with 1.5 years of relevant experience in business management, public administration, or administrative services.

Responsibilities

• Prepare and maintain payroll paperwork and time sheets in SCEIS system.
• Prepare leave requests and process requisitions; liaise with Supply Depot.
• Maintain office records, filing systems, and office equipment; oversee procurement processes.
• Develop and monitor annual budget; consult with supervisor on funds availability.
• Coordinate personnel activities and onboarding for new staff; handle confidential materials.
• Support Speakers Bureau and Public Engagement activities; promote programs to groups and media.
• Answer calls and respond to inquiries via agency website; distribute press releases and agendas.
• Gather news updates for leadership and prepare meeting materials.

Skills

Office management

Payroll processing

Budget monitoring

Records management

HR liaison

Public engagement support

Media coordination

Education

High school diploma or equivalent

Tools

SCEIS system

Job description

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. 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. 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.