Administrative Specialist II-61008570

State of South Carolina; South Carolina; Hybrid; USD 19,000 - 30,000; Full time

Benefits offered by this job

Health, dental, vision insurance

Paid holidays

Paid time off

Job summary

State of South Carolina is seeking a diligent clerical professional to support clinic operations, manage client intake, and ensure accurate medical record processing within SCWIC and EHR systems.

The role involves financial assessments, eligibility determinations, and administrative support across multiple programs. A high school diploma is required, with clerical experience acceptable in lieu of education. Hybrid work arrangements may be available after 12 months.

Qualifications

• Requires high school diploma; related clerical experience may substitute for education.
• Experience with front-desk operations and customer service is preferred.
• Ability to process client information accurately and maintain confidentiality.
• Familiarity with SCWIC, EHR and state billing/policy procedures is a plus.

Responsibilities

• Greets clients, schedules appointments, and provides front-desk support in SCWIC and EHR systems.
• Performs financial assessments and assists with Medicaid applications per policy.
• Maintains and updates client records across SCWIC, SIMON, EHR and AppXtender.
• Provides reliable customer service while upholding confidentiality and agency values.
• Completes required administrative tasks (PCAS, SCEIS, leave and training requests) and participates in trainings.
• Supports public health preparedness activities and responds to emergencies as needed.

Skills

Front-desk support

Customer service

Data entry

Confidentiality

Education

High school diploma

Clerical experience substituted for diploma

Tools

SCWIC

SIMON

EHR

AppXtender

HDX database

Job description

Careers at DPH:Work that makes a difference!

Embracing Service, Inspiring Innovation, Promoting Teamwork, Pursuing Excellence, and Advancing Equity

This position is headquartered at the Mt. Pleasant Health Department (Charleston County).

Under direct supervision of Preventive Health (PH) / Immunizations (IMZ) Team Lead and/or Administrative Manager. Performs a variety of duties for the multi-program clinic, including direct contact with clinic clientele and staff. Independently performs a variety of advanced duties involved in the operation of the Medical Records Department. Uses knowledge of operation and program processing of information to assist all programs in maintaining a quality and comprehensive medical record.

Clinic Operations / Health Department Operations

• Greets clients, answers telephone calls, and schedules appointments in South Carolina Women, Infants, and Children (SCWIC) and the Electronic Health Record (EHR) system.
• Assists clients with inquiries and provides general front-desk support.
• Manages paper and electronic medical records in accordance with agency policy, ensuring accuracy, compliance, and confidentiality.
• Supports daily clinic operations and contributes to maintaining a safe environment.

Client Financial Assessment & Eligibility Determination

• Conducts financial assessments to determine client eligibility according to program guidelines and the Patient Billing Administration Manual.
• Verifies healthcare coverage using the HDX database.
• Follows policies related to Petty Cash & Change Funds and Patient Billing to ensure accurate financial processes.
• Assists clients in completing Medicaid applications as indicated by financial findings.

Direct Client Services

• Meets, interviews, and assists clients during intake and check-out following all program policies and procedures.
• Accurately processes client information and completes required documentation.
• Updates client profiles within SCWIC, Statewide Immunization Online Network (SIMON), EHR, and AppXtender systems.

Customer Service

• Maintains strict confidentiality and upholds high standards of client privacy.
• Delivers customer service consistent with agency values and professional expectations
• Collaborates with team members to ensure effective service delivery and fosters a positive, supportive work environment.

Administrative Support

• Completes and submits required documentation including Personnel Cost Accounting System (PCAS), South Carolina Enterprise Information System (SCEIS) entries, leave requests, and training requests
• Participates in required and optional training to support development and maintain competency.
• Attends team meetings and contributes to team goals, discussions, and initiatives.

Public Health Preparedness & Emergency Response

• Participates in preparedness training, planning activities, and drills.
• Responds to public health emergencies, outbreaks, and other priority events as assigned.
• Provides support for Potassium Iodide (KI) activities and distribution.

*Performs other related duties and special projects as assigned related to the position, including required travel if requested, and responds as directed during emergencies which may occur outside normal work hours, and travel if requested.

State Minimum Requirements:A high school diploma. Related clerical experience may be substituted for a high school diploma.

Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.

Agency Additional Requirements: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.

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 SCDPH Chief Human Resources Officer, or their delegate.

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.

IMMUNIZATION: All new employees who are healthcare providers are required to provide documentation of immunity or be immunized against Measles, Mumps, Rubella, Pertussis, Varicella, and Hepatitis B prior to beginning employment.

The South Carolina Department of Public Health offers an exceptional benefits package for Full Time Employees (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 Full Time Employees (FTE); 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.