Administrative Assistant / 60015653

Full Job Description

Are you the One? We are looking for an Administrative Assistant who, under the direct supervision of the Program Manager for the Midlands Processing Center, performs independently the routine and complex administrative duties related to the job. Provides daily management and support for state staff involved in Processing Center operations. Responsibilities include but are not limited to management level inquiries, paperwork flow, scheduling meetings, and management of the daily calendar and travel arrangements. Provides administrative support for staff meetings to include preparation of agendas, taking minutes, follow-up with staff on assignments and constructing spreadsheets or power point presentations.

Supports all administrative functions for areas reporting to the Eligibility Manager of the Processing Center of the Midlands which includes promoting and maintaining an efficient, professional and cooperative work environment.

Serves as a Liaison with Human Resources, temporary staffing vendors and other approved agency vendors supporting the staffing needs for Processing Centers.

Maintains a complex calendar of appointments for the Eligibility Manager.

Coordinates meetings and prepares agendas for weekly and monthly meetings as well as compiling and coordinating agenda items, distributing meeting materials and serving as the recording secretary for assigned meetings with the Processing Center Managers, Program Managers, etc.

Maintains schedules for both training and conference rooms. Coordinates travel arrangements as needed for staff as requested.

Performs fundamental leadership functions in accordance with Department policies and procedures, best practices and Federal and State rules and regulations, especially with regard to Equal Employment Opportunity Commission (EEOC) standards.

Maintains an effective organizational team and motivates diverse staff to accomplish mission critical operations and objectives.

Assists Program Managers and Coordinators with promoting workforce engagement.

Maintains office supplies, equipment and furniture needs including coordination of any necessary requisitions. Prepares shopping carts, 192s and any other requisition forms.

Maintains inventory of supplies/forms. Serves as a backup for creating shopping carts and processing 192's for the processing center and counties within the regions. Prepares reports as requested.

Maintain files/spreadsheets for EEMS staff.

Attends meetings and training sessions as required. Makes and keeps schedules, completes tasks timely and reports to work timely. Prepares reports as needed. Performs other duties as required. Available for emergency duty to support shelter staff when needed.

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children.
• 15 days annual (vacation) leave per year.
• 15 days sick leave per year.
• 13 paid holidays.
• State Retirement Plan and Deferred Compensation Programs.

Requirements

A high school diploma and five (5) years of professional administrative services experience

or

A bachelor's degree with one (1) year of professional administrative services experience.

Bachelor's degree must be from a higher education institution recognized by the U.S. Department of Education & Council for Higher Education Accreditation (CHEA).

Additional Requirements:

• Valid driver's license.
• Occasional overnight travel.
• Requires holder to drive routinely.
• Overtime and/or weekend work with Deputy approval.
• Sitting or standing for long periods of time.
• Lifting requirements: 25 lbs.
• Requires Emergency Preparedness/shelter duties; ability to use standard office/computer equipment; communicate effectively (oral & written); make/keep schedules & stay organized.
• Must have basic mathematical and grammatical skills; management/leadership skills; interviewing skills; ability/skill to train others; open to cultural/demographic diversity; establish/maintain effective working relations.

Qualifications

• Basic knowledge of Medicaid eligibility policy and procedure.
• Ability to coordinate diverse administrative functions.
• Ability to plan, organize and communicate professionally and effectively; adhere to all applicable federal, state & local confidentiality rules & regulations.
• Ability to maintain the strictest confidentiality.
• Ability to effectively lead and support a diverse team of employees, especially in periods of transition.
• Ability to function in an ever-changing environment.
• Must exhibit dependability/reliability/time management by reporting to work on time, by meeting work schedules & deadlines and completing job tasks effectively and efficiently.
• Demonstrates positive, cooperative and professional relationships and customer service with staff, co-workers, customers, providers, administrators, the general public, and all stakeholders.

Additional Information

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. Supplemental questions are considered part of your official application for qualification purposes. All applicants must apply online. All correspondence from the Office of Human Resources will be through electronic mail.

The South Carolina Department of Health and Human Services 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.