Administrative Assistant - 60014422

Full Job Description

This posting is for internal applicants only.

Administrative Assistant

The Department of Administration's (Admin) Division of Facilities Management and Property Services (DFMPS) is seeking an Administrative Assistant to join the team.

Facilities Management (FM) maintains and operates approximately 53 buildings which include the State House, Capitol Complex Office Buildings, the Governor’s Mansion and other buildings in the Columbia area.

In this role you will provide administrative support and complete special projects for DFMPS.

Calculate excess energy for billing and conduct excess energy billing, act as back-up for State House events, prepare annual insurance renewals, and process insurance claims for DFMPS.

Responsibilities of the Administrative Assistant:

Upload monthly information into utility usage spreadsheet for all buildings owned or maintained by Admin for which excess energy is tracked and charged.

Monitor usage and notify supervisor of unusual activity or significant billing increases. Prepare quarterly billing for review by manager and conduct quarterly billing upon manager approval.

Utilize the Plant Maintenance app, run transaction IW38 and technically complete all work orders that have time against them and have been marked complete by supervisors.

Process and submit vendor invoices to Accounts Payable. Provide accurate financial coding for these services or purchases to include the work order and a general ledger code correlating to the type of service provided or goods purchased.

Create shopping carts to procure goods and services for FM Teams pursuant to the SC Consolidated Procurement Code and Department of Administration policies and procedures.

Coordinate insurance claims and annual review of insurance policies.

Act as back-up for State House Events coordination to coordinate all aspects of reservation requests in conjunction with Office of General Counsel, including seeking review by defined entities and accurately communicating confirmed or denied reservations with requestors.

Perform other administrative duties as necessary or assigned including, but not limited to, supporting reporting requirements of FM Program Support, providing backup support for procure-to-pay activities, vehicle lease to purchase, vehicle mileage, gas cards, and Surplus Turn-In Documents.

Review credit card receipts from the FM Team cardholders periodically and analyze receipts to ensure compliance with the SC Consolidated Procurement Code.

Key accounting information and coordinate collection of appropriate approvals.

Collect, review, and submit purchasing card documentation to Admin Finance, scanning and uploading receipts and documentation as directed.

Identify and recommend to management P-card purchases suitable for blanket purchase orders.

Requirements

• A high school diploma and work experience that is directly related to the area of employment. A bachelor's degree may be substituted for the related work experience.
  

Additional Requirements:

• Ability to effectively plan and organize work activities and prioritize task completion according to schedules and goals.
• Ability to communicate effectively.
• Ability to train other employees.
• Ability to maintain effective working relationships with other employees, other agencies and the public.
• Ability to utilize systems and applications, such as SAP (SCEIS) and Plant Maintenance competently.
• Experience with Excel and other Microsoft Office programs.
• Ability to exercise judgment and discretion in interpreting and applying policies and procedures.
  
• Position may be required to report to work during emergency situations.

Applicants indicating college credit or degree(s) on the application may 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 Department 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.

Additional Information

The Department of Administration 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 South Carolina Department of Administration 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 herefor 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.