File Room Coordinator

State of South Carolina; Columbia (SC); On-site; USD 39,000 - 53,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement benefits

Paid holidays

Job summary

State of South Carolina is seeking an administrative professional to support the Bureau with records management and administrative tasks. The role focuses on file room coordination, digitization, and ensuring secure, organized records access for staff and FOI requests.

You will handle digitization tasks, assist with mail and conference room coordination, and support essential administrative functions to keep the Bureau moving efficiently.

Qualifications

• A high school diploma and relevant experience in business management, public administration, or administrative services.
• OR a bachelor’s degree may be substituted for experience.

Responsibilities

• Track and maintain industry files using Simple Web, including check-in/check-out activity and permit numbers.
• Monitor on-site and off-site file storage and coordinate with storage vendor for pickups/returns/destruction.
• Assemble, maintain and file documents promptly by permit number.
• Pull 5-year folders and prep for storage.
• Ensure confidentiality and retention compliance; notify retention coordinator for disposal.
• Provide files to BAQ staff and FOI Office and track FOI requests.

Skills

Organizational skills

Attention to detail

Communication skills

Education

Bachelor's degree

Job description

Job Responsibilities

Careers at SCDES: Where Passion Meets Preservation

Do you love South Carolina and protecting the environment?

Come join our team at SCDES, put your passion to work with us!

We are dedicated to protecting the state of South Carolina and we would love to have you as a member of our team!

Science | Service | Sustainability

Join Our Team!

If you’re organized, enjoy helping others, and want to work in an environment where accuracy and teamwork truly matter, this administrative role may be a great fit for you. In this role, you help keep our records systems running smoothly, make sure industry files are accessible and secure, and support essential administrative functions that keep our Bureau moving. If you love organization, accuracy, and being the go-to person for information and coordination, this role is built for you.

File Room Coordination & Records Management (majority of your time)

• Track and maintain all industry files using Simple Web, including check-in/check-out activity, new permit numbers, facility closures, and name changes.
• Monitor both on-site and off-site file storage and communicate with our storage vendor for pickups, returns, and record destruction.
• Assemble new files, maintain existing files, and ensure all documents are filed promptly and accurately by permit number.
• Pull 5-year folders, log them into Simple Web, and prepare them for storage.
• Maintain security of confidential files and comply with retention schedules; notify our retention coordinator when records are ready for disposal.
• Provide files requested by BAQ staff and the Freedom of Information (FOI) Office and track FOI requests from receipt to completion.

Phone Coverage, Mail, Conference Rooms & Vehicle Coordination

• Share responsibility for answering our main Bureau phone line, ensuring coverage Monday–Friday, 8:30 AM–5:00 PM.
• Help schedule Bureau conference rooms.
• Pick up and deliver mail as needed and support date-stamping operations.
• Serve as backup to the vehicle coordinator by assigning vehicles, adjusting reservations, coordinating maintenance/disposal, and supporting procurement for new vehicles—including maintaining cleanliness (car washes).

Digitization & Quality Control

• Support our transition from paper to electronic files.
• Sort, prep, scan, and accurately index documents.
• Perform QA/QC to ensure scanned documents are complete and correctly labeled.
• Identify ways to improve internal processes and maximize technology tools related to records efficiency.

Personnel Cost Accounting (PCAS)

• Serve as the Bureau's Personnel Cost Accounting Coordinator.
• Update, maintain, and approve monthly submissions to Finance.
• Ensure correct supervisor information and funding are loaded in employee profiles and inactivate profiles at separation.
• Maintain accurate accounting of work time and leave in both PCAS and SCEIS.

Additional Support

• Support the Bureau Chief, Assistant Bureau Chief, Division Directors, and Operations Manager with administrative tasks.
• Fill in for other administrative support staff as needed.
• Complete all mandatory trainings.
• Serve as an essential employee during emergency events—on-call availability may be required.

Why Join Us?

As a State Employee, You’ll Enjoy

• Job Stability & Purposeful Work: Make an impact on your community as you contribute to protecting SC's environment.
• Great Benefits: Includes paid holidays, 30 total days of leave per year, insurance options for you and your family, and retirement benefit choices.
• Career Growth: Grow professionally with ongoing training, skill-building opportunities, and room for advancement.
• Work-Life Balance: A career that lets you enjoy South Carolina, inside and outside of your job.

Minimum And Additional 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 experience.

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

Applicants indicating college credit or degree(s) on the application are encouraged to 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.

Additional Responsibilities

• Work is conducted in an office setting.
• Must be able to stand, stoop, reach, and bend for extended periods.
• Must be able to lift boxes up to 30 lbs and files over 5 lbs.
• Must hold a valid SC driver’s license and be able to safely operate a state vehicle.
• Ability to plan, organize, and prioritize workloads with tight deadlines.
• Excellent communication skills—phone, electronic, and in-person.
• Ability to work independently and as part of a team.
• Ability to follow scanning and QA guidelines.
• Strong customer service skills and a helpful, team-centered attitude.
• Ability to operate modern office equipment and maintain agency-issued equipment responsibly
• Comfort learning new systems (SimpleWeb, Personnel Cost Account System, SCEIS — training provided).
• Office setting with routine filing, sorting, and data retrieval.
• Role may be designated essential during emergency events.

Preferred Qualifications

• Knowledge of governmental file management procedures and state laws governing records retention and disposal.
• Familiarity with office systems or file management.
• Experience coordinating multiple tasks or assisting a busy team.
• Knowledge of general office procedures.

Additional Comments

SCDES 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.

The Department will not sponsor H1B visas for this position.

The South Carolina Department of Environmental Services offers an exceptional benefits package for full time (FTE) employees:

• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• Paid parental leave
• S.C. Deferred Compensation Program available (S.C. Deferred Compensation)
• Retirement benefit choices
  • State Retirement Plan (SCRS)
  • State Optional Retirement Program (State ORP)
• Remote Work: The option to work remotely 2 days per week is available after successful completion of 1 year of employment with SCDES, based on job functions.

Benefits For State Employees

The state of South Carolina offers eligible employees generous benefits, including health and dental insurance; retirement and savings plan options; and paid vacation and sick leave. Plus, work-life balance programs such as telecommuting and flexible work schedules are available to employees of some state agencies.

Insurance Benefits

Eligible employees may enroll in health insurance, which includes prescription coverage and wellness benefits. Other available insurance benefits include dental, vision, term life insurance, long term disability and flexible spending accounts for health and child care expenses.

Retirement Benefits

State employees are also offered retirement plan options, including defined benefit and defined contribution plans. Additionally, eligible employees may elect to participate in the South Carolina Deferred Compensation Program, which is a voluntary, supplemental retirement savings plan offering 401(k) and 457 plan options.

Workplace Benefits

State employees may also be eligible for other benefits, including tuition assistance; holiday, annual and sick leave; and discounts on purchases, travel and more.

Note

The benefits above are available to most state employees, with the exception of those in temporary positions. Employees in temporary grant and time-limited positions may be eligible for all, some or none of these benefits as benefits are associated with each position type. For these positions, contact the hiring agency to determine what benefits may be available.

The hiring range for this position is $39,300- $53,100. This position will be offered at the lower end of the hiring range.