Program Assistant - Aiken - 60006733

State of South Carolina; South Carolina; On-site; USD 32,000 - 45,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Long-term disability

Life insurance

Paid holidays

Parental leave

Retirement plan

Job summary

SC Department of Children\'s Advocacy is seeking a Program Assistant to handle daily office functions, including phones, filing, mail distribution, and greeting volunteers. You will manage case files and volunteer data, assist with interviews and education events, and support court-related tasks for up to five cases, following the program\'s best practices.

The role requires strong organization, data entry skills, and the ability to maintain confidentiality.

Qualifications

• High school diploma required; bachelor’s degree may substitute.
• Strong organizational and time management skills.
• Experience with data entry and Microsoft Office.
• Ability to handle confidential information.
• Good written and verbal communication.

Responsibilities

• Perform daily office clerical duties including answering phones, filing, mail distribution.
• Maintain case files and data entry in the database for county offices.
• Coordinate volunteer interviews, education, and recruitment events.
• Provide court preparation and attendance for up to 5 cases as needed.
• Maintain HIPAA-compliant confidentiality and follow program policies.
• Liaise with volunteers, staff, and partner agencies.

Skills

Data entry

Time management

Organization

Communication

Confidential information handling

Team coordination

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

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 of the Program Assistant:

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.

This 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. Computer literate in applications to include Microsoft Word, Excel and Outlook. Experience with data entry, strong organizational and time management skills are essential. Strong written and verbal communication skills. Ability to exercise judgment and discretion concerning confidential information and case management. Ability to establish and maintain effective working relationships with volunteers, co-workers and partner agencies. Ability to perform multiple tasks, prioritize, schedule and organize are required. Ability to interpret and apply policies and procedures.

• 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 the 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 as needed.
• 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.
• Assigned to a county/ counties to provide monthly administrative support.

• A high school diploma and relevant program experience. A bachelor's degree may be substituted for the required program experience.

Additional Responsibilities

• Position may require overnight travel.
• Position may require the employee to work evenings and weekends.
• Position requires routine driver duties.
• Position requires frequent lifting: 25 lbs.
• Position requires non-essential declaration.

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.

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

1. Health, dental, vision, long-term disability, and life insurance for employees, spouses, and children. Click here for additional information.
2. 15 days annual (vacation) leave per year
3. 15 days sick leave per year
4. 13 paid holidays
5. Paid Parental Leave
6. S.C. Deferred Compensation Program available (S.C. Deferred Compensation)
7. Retirement benefit choices*
   1. State Retirement Plan (SCRS)
   2. 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.