Administrative Support Specialist / 61015970

State-of-South-Carolina; South Carolina; On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health, Dental, Vision, LTD, Life Ins.

15 days annual leave

15 days sick leave

13 paid holidays

Paid Parental Leave

State Retirement Plan

Deferred Compensation

Job summary

South Carolina Department of Social Services is seeking an Administrative Support Specialist to assist management with executive support and daily office tasks in York County, SC.

You will back the Business Office, manage scheduling, process payments, and prepare communications and reports while safeguarding sensitive information and supporting HR, facilities, and emergency duties.

Qualifications

• High School Diploma and four years of clerical/administrative experience.
• Associate Degree and two years of clerical/administrative experience.
• Bachelor's Degree or higher with clerical/administrative experience.
• -Strong knowledge of standard office procedures, data entry, and basic administrative workflows.
• -Ability to maintain a polished, professional image in the workplace and across digital communications.
• -Excellent written and verbal communication skills for coordination with management and colleagues.
• -Proficiency in Outlook, Excel, Word, PowerPoint, and Teams; ability to type quickly and accurately.
• -Strong organizational skills to manage daily office tasks with minimal direction.

Responsibilities

• Provides executive administrative support to management and staff.
• Supports the county director, deputy director, management, and staff with daily office needs.
• Backups for the Business Office and Business Manager; issues checks in Acumatica; handles archival tasks.
• Processes payments into CHIP; writes deposit slips; runs bank errands and updates tracking reports.
• Schedules meetings, reserves conference rooms, and prepares communications and minutes.
• Assists HR Liaison and Vehicle Coordinator; updates Emergency Shelter List.
• Protects personal identifying information and safeguards agency data and networks.
• Performs Red Cross shelter or other emergency shelter duties as directed.

Skills

Office procedures

Data entry

Administrative workflows

Written communication

Verbal communication

Microsoft Outlook

Excel

Word

PowerPoint

Teams

Typing speed

Organization

Education

High School Diploma

Associate Degree

Bachelor's Degree or higher

Tools

Microsoft Office

Job description

Do you have a passion to provide meaningful work in the community?Would you like to be part of an organization whose central mission is helping to protect, stabilize and strengthen the lives of children, families, and vulnerable adults? Then the South Carolina Department of Social Services has the right job opportunity for you.

Job Duties:

• The Administrative Support Specialist provides executive administrative support to management and staff. Supports the office in various capacities to ensure daily workflow needs are met.
• Provides administrative support to the county director, deputy director, management, and staff. Assists in daily office needs and manages general administration duties. (Assists Directors, Business Manager, HR Liaison and Management with data entry, reports, correspondences, reference checks, and general administrative tasks. Supports other department areas with administrative needs, events, and/or projects.)
• Provides backup support for the Business Office and/or Business Manager. Assists with general business office related functions to meet day-to-day operation. (Assists Business Manager with issuing checks in Acumatica, annual archive/retention, and business office related job functions. Assists staff with computer, printer, phone, and building related issues as needed.)
• Applies payments received from clients into CHIP system. Writes deposit slips for SNAP/CCU payments. Runs bank errands every three business days to ensure deposits are made in a timely manner. (Applies payments in CHIP on a daily/weekly basis. Takes deposit to bank every three days. Updates CCU Tracking report daily/weekly. Follows up with CCU if payment has not been posted in CHIP within three business days.)
• Schedules and coordinates meetings, conferences, luncheons, and events. Reserves conference rooms for management, staff, and visitors. Prepares communications such as: signages, emails, meeting minutes, and PowerPoint's. Serves as the dedicated note-taker for Employee Appreciation committee meetings. Develops and prepares reports as needed. (Schedules meetings for Directors and management. Coordinates with community partners. Reserves / sets up conference rooms. Prepares documents, handouts, and correspondences. Assists the Employee Appreciation Team committee as needed.)
• Assists the HR Liaison with assigned human resources tasks and provides backup support to the Vehicle Coordinator. Performs other administrative duties as requested. (Assists HR Liaison and the Vehicle Coordinator where needed. Completes additional office errand duties and general administrative tasks. Updates the Emergency Shelter List on a regular basis to ensure accurate, up-to-date tracking. Assists clerical front desk with general operations as needed).
• Ensures personal identifying information (PII) is properly used, accessed, gathered, shared and disposed. Protects the agency networks and applications by safeguarding systems, equipment and data. (Safeguarding all PII information inside personal office and outside. Maintains proper storage of files under lock and key. Protects confidential information by making sure it is shared on an as needed basis with authorized individuals only.)
• Performs Red Cross shelter duty or other emergency shelter duty/services as directed.

Qualifications:

High Schools Diploma and four (4) years of responsible clerical or administrative experience.

Associate Degree and two (2) years of responsible clerical or administrative experience.

Bachelors Degree or higher with responsible clerical or administrative experience.

• -Strong knowledge of standard office procedures, data entry, and basic administrative workflows.
• - Ability to maintain a polished, professional image in the workplace and across all digital communications, including emails and messaging platforms.
• - Excellent written and verbal communication skills to coordinate effectively with the management team, peers, and other departments.
• - Proficiency in standard office software for email, documentation, data management, and scheduling (Microsoft Outlook, Excel, Word, PowerPoint, Teams).
• - Ability to type quickly and accurately while consistently verifying data for errors.
• - Strong organizational skills to manage daily office tasks and handle multiple responsibilities without constant direction.

Application Requirements:

This application for employment with the SC Department of Social Services must be completed in its entirety. A resume may be included; but shall not be substituted in lieu of the completion of this application in part or in whole. "See Resume" is not acceptable information for the completion of any part of the requirements of this application. If such is submitted, this employment application will be considered incomplete and may not be forwarded as eligible for consideration to hiring managers. Must possess a valid driver's license and have access to and be able to operate a motor vehicle. Individuals must comply with necessary field work assignments. If you certify, by completion and submission of this application, that you possess educational credentials that qualify you for the available DSS positions, you will be required to provide a certified official transcript, if you are selected for job offer.

Benefits:

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• Paid Parental Leave
• State Retirement Plan and Deferred Compensation Programs

DIVISION: County Administration / York County