Program Assistant - Aiken

Doc PersonalBeratung GmbH; South Carolina; On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Long-term disability

Life insurance

15 days annual leave

15 days sick leave

13 paid holidays

Parental Leave

Retirement plan

Deferred compensation program

State Retirement Plan (SCRS)

State Optional Retirement Program (ORP

Job summary

The SC Department of Children's Advocacy is seeking a Program Assistant to manage daily administrative tasks, including phones, filing, mail, and database entry, while supporting volunteers and coordinating interviews.

The role requires strong organization, discretion with confidential information, and flexibility for after-hours or weekend work; travel and driving duties may be involved. A valid driver’s license is expected.

Qualifications

• High school diploma or equivalent plus two years administrative experience.
• Associate’s degree plus one year administrative experience.
• Bachelor’s degree or higher can substitute for experience.
• Ability to exercise judgment and discretion with confidential information.

Responsibilities

• Perform daily office functions: answering phones, filing, mail distribution, greeting visitors.
• Maintain database and case files; assist with volunteer coordination and interviews.
• Support training and recruitment of volunteers; assist with court preparation as needed.
• Protect confidentiality and follow agency policies and HIPAA guidelines.
• Handle special projects and travel as required; work evenings/weekends as needed.

Skills

Administrative experience

Communication skills

Organization

Confidential information handling

Education

High school diploma or equivalent + 2 years admin experience

Associate's degree + 1 year admin experience

Bachelor's degree or higher substitute for experience

Job description

Program Assistant

Are you an experienced professional looking for new opportunities to further your career? The SC Department of Children's Advocacy is seeking a hardworking and dependable candidate just like you to apply! This position will offer great benefits with the state, including 15 days of annual and sick leave per year or more depending on applicable state service.

Responsibilities

The Program-Assistant is responsible for the daily-office functions to include, but not limited to clerical duties including answering telephones, filing, distribution of mail, greeting volunteers and visitors of the office, database entry and case file maintenance of a county office under program guidelines. Make initial contact with potential new volunteers and set up interviews as required. Assist with volunteer continuing education training and volunteer appreciation/recruitment events. When appropriate staff or volunteers are not available, the Program Assistant will be assigned and responsible for casework, court preparation and court attendance for up to 5 cases. Must operate in accordance with the best practices and policies of the Cass Elias Mccarter Guardian ad Litem Program. Employee must be able to work under limited supervision and exercise discretion concerning confidential information; ability to follow directions and leadership of Program Coordinator II, Regional Director and State Office Staff. Perform administrative tasks required to maintain case files, database information, and clerical duties. Responsible for following the South Carolina statutes and Best Practices applicable to the Cass Elias Mccarter Guardian ad Litem Program.

• Functions as support staff to include all administrative duties required to maintain the efficient and productive operation of the county office under the supervision and support of Program Coordinator II.
• Assist with maintaining accurate child and case specific information in the database and case file.
• Coordinates the receipt of monthly monitoring reports (MMR) and inputs data into the database while maintaining a tracking system of monthly monitoring reports received.
• Assists with uploading court documents, monthly monitoring reports and other case documents to the corresponding case file on the Shared Drive.
• Provides assistance with the maintenance of case files.
• Performs administrative functions for the county office that promote effective and efficient achievement of program goals and objectives.
• Maintains confidentiality related to HIPAA guidelines.
• Performs direct child advocacy as the court appointed Guardian ad Litem when it has been determined that there is an inadequate pool of volunteers to serve in this capacity.
• Assist with the coordination of continuing education training and volunteer appreciation events; assist with the recruitment of new volunteers.
• Handles special project as assigned.

Minimum and Additional Requirements

• A high school diploma or equivalent plus two (2) years administrative experience, or an associate's degree plus one (1) year of administrative experience.
• A bachelor's degree or higher with related training may be substituted for experience.

Additional Requirements

• Ability to exercise judgment and discretion concerning confidential information and case management.
• Strong verbal and written communication skills.
• Ability to establish and maintain effective working relationships with volunteers, co-workers and partner agencies.
• Ability to perform multiple tasks, prioritize scheduling and organization required.
• Ability to train and supervise volunteers. Knowledge of computer applications and data entry.
• Ability to interpret and apply laws, regulations, policies and procedures.
• Position may require overnight travel.
• Position may require employee to work evenings and weekends.
• Position requires routine driver duties.
• Position requires frequent lifting: 25 lbs.
• Position may be required to report to work during emergency situations.
• Must have and maintain a valid driver's license.
• Work is performed primarily in an office environment, but travel and field work will be required in areas where there are some risks and hazards that are known, predictable and controllable.

Applicants indicating college credit or degree(s) on the application will be required to bring a copy of college transcript to the interview. A copy of the transcript may also be uploaded as an attachment to the application, if required by the hiring department or if desired by the applicant. Please note that some areas of the Agency may require an official, certified copy of the transcript prior to hiring or within a specific timeframe required by that area, after hiring. Failure to produce an official, certified transcript may result in not being hired or termination.

The SC Department of Children's Advocacy 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.

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment. Please complete the state application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

The SC Department of Children's Advocacy offers an exceptional benefits package for full time (FTE) employees:

• Health, dental, vision, long-term disability, and life insurance for employees, spouses, 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 )
• 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.