File Room Coordinator

State of South Carolina; South Carolina; Hybrid; USD 36,000 - 54,000; Full time

Benefits offered by this job

Health benefits

Vacation & sick leave

Holidays

Parental leave

Deferred compensation

Retirement options

Remote work option

Job summary

State of South Carolina is seeking an organized administrative professional to maintain records, manage the file room, and support core bureau operations. You will help digitize files, run QA checks, and assist with cost accounting in PCAS and SCEIS.

The role requires strong communication and teamwork, with opportunities for remote work two days per week after one year of employment. A high school diploma or bachelor’s degree may be substituted for experience.

Qualifications

• A high school diploma and relevant experience in business management, public administration, or administrative services.
• A bachelor's degree may substitute for experience.

Responsibilities

• Coordinate file room and records management, including check-in/check-out, 5-year folders, and storage.
• Answer main Bureau phone line and support meeting room scheduling.
• Digitize and QA documents, index files, and improve internal processes with technology.
• Serve as Personnel Cost Accounting Coordinator and maintain time/leave in PCAS and SCEIS.
• Provide supporting Administrative tasks and cover for related staff as needed.

Skills

Organizational skills

Communication skills

Teamwork

Customer service

Education

High school diploma

Bachelor's degree

Tools

SimpleWeb

SCEIS

PCAS

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.

Job Responsibilities

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[TM1] 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.

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.

• Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.