Senior Administrative Assistant

State of South Carolina; Columbia (SC); On-site; USD 42,000 - 62,000; Full time

Job summary

The SC Forestry Commission is seeking a Senior Administrative Specialist to manage a range of administrative duties for the Forest Protection Division. You will support Fire Control, Law Enforcement, Fire Prevention, and related programs by processing information, maintaining records, and handling routine inquiries.

Responsibilities include data entry into the MIS, grant solicitations and reporting, and coordinating with HR on time and leave.

Qualifications

• High school diploma or higher with related program experience.
• Proficiency with Microsoft Office products.
• Criminal background check and valid driver's license required.

Responsibilities

• Performs administrative and professional support for the Forest Protection Division, including data entry into MIS and grant administration.
• Supports division manager and program managers in daily operations: purchases, budget, inventory, contacts, and records.
• Processes VISA and fleet fuel payments; assists with vehicle records and inventories.
• Acts as liaison with Human Resources; monitors SCEIS time and leave; assists customers and routes inquiries.
• Performs other duties to support the SC Forestry Commission's mission.

Skills

Computer skills

Microsoft Office

Education

High school diploma

Associates degree

Bachelor's degree

Tools

Federal Excess Property MIS

Active Directory

SCEIS

Job description

Job Responsibilities

The Responsibilities of the Senior Administrative Specialist:

Performs a variety of administrative duties involved in the operation of the Forest Protection Section. Assists in planning and implementing day-to-day operational activities for Fire Control, Law Enforcement, Fire Prevention, Volunteer Fire Grants, IMT, Federal Excess Property, and Training & Safety programs. Applied knowledge of policies, operations, programs, and functions of the agency in initiating and processing information and materials.

• Performs administrative and professional support functions for the Forest Protection Division to include data entry into the Federal Excess Property Management Information System; receipts federal excess property, assists with sale preparation, and distributes Volunteer Fire Assistance grants.
• Performs administrative support to the division manager and program managers in conducting the day-to-day operations of the division which include purchases, budget, equipment inventory, active directory updates, correspondence distribution, telephone lists, etc. Performs accurate data entry and maintains accurate databases to include grant solicitations, grant reporting, allocations of grant funds, incident reports; training records/physical fitness test results; maintains expenditures and mandatory documentation and activity reports for individual offices.
• Processes payments of the Forest Protection Division's VISA charges and fleet fuel charges. Provides assistance with vehicle assignment records, preparation of sales, shop inspections and inventories.
• Serves as administrative liaison with the Human Resources Office. Oversees SCEIS time and leave program, monitors leave usage via SCEIS; runs appropriate time reports, and makes adjustments/edits to time and leave as needed. Works on an agency customer service team routing phone calls, answering routine/nonroutine agency questions; directs customers to the appropriate offices; assists staff in initiating, processing, and disseminating information and materials.
• Performs other duties as required in support of the SC Forestry Commission's mission and directives.

Job Responsibilities

The Responsibilities of the Senior Administrative Specialist:

Performs a variety of administrative duties involved in the operation of the Forest Protection Section. Assists in planning and implementing day-to-day operational activities for Fire Control, Law Enforcement, Fire Prevention, Volunteer Fire Grants, IMT, Federal Excess Property, and Training & Safety programs. Applied knowledge of policies, operations, programs, and functions of the agency in initiating and processing information and materials.

• Performs administrative and professional support functions for the Forest Protection Division to include data entry into the Federal Excess Property Management Information System; receipts federal excess property, assists with sale preparation, and distributes Volunteer Fire Assistance grants.
• Performs administrative support to the division manager and program managers in conducting the day-to-day operations of the division which include purchases, budget, equipment inventory, active directory updates, correspondence distribution, telephone lists, etc. Performs accurate data entry and maintains accurate databases to include grant solicitations, grant reporting, allocations of grant funds, incident reports; training records/physical fitness test results; maintains expenditures and mandatory documentation and activity reports for individual offices.
• Processes payments of the Forest Protection Division's VISA charges and fleet fuel charges. Provides assistance with vehicle assignment records, preparation of sales, shop inspections and inventories.
• Serves as administrative liaison with the Human Resources Office. Oversees SCEIS time and leave program, monitors leave usage via SCEIS; runs appropriate time reports, and makes adjustments/edits to time and leave as needed. Works on an agency customer service team routing phone calls, answering routine/nonroutine agency questions; directs customers to the appropriate offices; assists staff in initiating, processing, and disseminating information and materials.
• Performs other duties as required in support of the SC Forestry Commission's mission and directives.

Minimum And Additional Requirements

• A high school diploma and five (5) years of relevant program experience or an associate degree with three (3) years of relevant program experience or a bachelor's degree and one (1) year of relevant program experience.
• Basic to intermediate computer proficiency. Must be knowledgeable of Microsoft Office products.
• A criminal background check and a valid driver's license are required.

Additional Comments

• Position is located in an office environment. Must be able to remain in a stationary position for long periods of time operating a computer. Moves around the office to access file cabinets and office machinery.
• Must be able to lift 25 pounds, bend, and squat to file documents.
• Work schedule is Monday-Friday, 8:30 am to 5:00 pm.
• Advanced knowledge of the agency's mission, programs; considerable knowledge of modern office methods, practices, and technology. Ability to exercise good judgement and discretion concerning highly sensitive and confidential information. Must possess strong interpersonal skills and be able to interact with agency staff and the public in a professional and effective manner. Ability to work with a high level of job accuracy, efficiency, and dependability; must have strong time management and organizational skills.
• This position requires the employee to be subject to random, post incident/accident, reasonable suspicion and rehabilitation monitoring and drug and alcohol testing consistent with SCFC Drug-Free Workplace-Drug and Alcohol Testing.