Office Administrative Coordinator — General Counsel

South Carolina DDSN; South Carolina; On-site; USD 36,000 - 48,000; Full time

Job summary

South Carolina DDSN is seeking an Administrative Coordinator I in Richland County to support the Office of General Counsel. Under limited supervision, you will plan, manage, and coordinate administrative functions, handle calendars, prepare correspondence, and assist attorneys and staff.

This in-office role requires attention to detail, confidentiality, and the ability to prioritize multiple tasks with deadlines. Some travel may be required, and familiarity with legal processes is a plus.

Qualifications

• A high school diploma and at least five (5) years of relevant experience in administrative services.
• A bachelor’s degree may be substituted for the required work experience.

Responsibilities

• Performs administrative functions for the Office of General Counsel to include: scheduling, proofing, making copies, tracking, researching, and other general office functions.
• Serves as the Office of General Counsel contact for all administrative inquiries from other agency areas.
• Answering calls from main Office of General Counsel telephone number and appropriately transferring and/or resolving those calls.
• Serve as backup phone support for main Department phone line.
• Maintains the office supplies, equipment, and furniture needs for the Office of General Counsel including preparation, coordination, and ordering through SCEIS system and coordinating through Service Manager.
• Responsible party for Office of General Counsel procurement card, including performing necessary reconciliations.
• Coordinates payment of South Carolina Bar licenses and submittal of Annual Compliance Reports to the SC Commission on CLE for the Office of General Counsel.
• Prepares, maintains, and updates as necessary all approval/supporting documentation for hiring of outside counsel, updated as necessary but no less than annually.
• Processes invoices and coordinates payment for legal and associated services, including PACER account, transcripts, using shopping carts and 192s as appropriate.
• Maintains files of all invoices paid through Office of General Counsel.
• Prepares and maintains the budget allotment for the Office of General Counsel.
• Processes information related to Insurance Reserve Fund, including seeking approval for coverage and reimbursement from prepaid legal services for non-covered cases.
• Coordinates interviews with candidates for vacant positions in the Office of General Counsel.
• Exercising discretion and independent judgment, prepares and maintains case files and correspondence on behalf of the General Counsel and the Office of General Counsel staff.
• Receives, logs, and routes incoming and outgoing mail, including internal documents and action referrals from the Office of the Director.
• Reviews General Counsel’s incoming/outgoing correspondence; independently assigns deadlines and coordinates responses with the appropriate staff.
• Prepares documents/cases for archiving and submission to Archives.
• Maintains a complex calendar of legal and judicial proceedings, appointments, and hearings for the General Counsel and attorneys, including filing dates to ensure a timely presentation of the agency’s position.
• This involves the exercise of discretion and independent judgment in communicating, scheduling and rescheduling on behalf of the General Counsel with internal staff members including executive levels of the agency.
• Maintains calendar for Office of General Counsel conference room.
• Maintains the law library for the Office of General Counsel. This includes reviewing and maintaining state and federal legal publications and supplements ensuring the law library contains the most current information available for legal research.
• Maintains relationships/memberships/publications for attorneys and staff with Westlaw, WoltersKluwer (CCH Incorporated), American Association of Health and Human Services Attorneys, and American Health Lawyers Association.
• Researches program policies, state and federal court rules, and other information for the Office of General Counsel.
• Receives emails from Office of Attorney to verify service on lawsuits where agency is a party.
• Receives all Notices of Assignment from Administrative Law Court, verify receipt from Division of Appeals and Hearings, and process to appropriate attorney for handling.
• Registers the General Counsel and attorneys for CLE’s, Seminars/Conferences and prepares all required documentation including travel documents.
• Reserves state cars for the Office of General Counsel’s staff when needed and performs other duties as assigned.
• Occasional travel offsite may be required.

Skills

Administrative experience

Education

High school diploma

Bachelor's substitution permitted

Job description

South Carolina DDSN is seeking an Administrative Coordinator I in Richland County to support the Office of General Counsel. Under limited supervision, you will plan, manage, and coordinate administrative functions, handle calendars, prepare correspondence, and assist attorneys and staff.

This in-office role requires attention to detail, confidentiality, and the ability to prioritize multiple tasks with deadlines. Some travel may be required, and familiarity with legal processes is a plus.