Administrative Assistant - Facilities Department - State Office

Full Job Description

In this position you will be responsible for the following:

• Perform a range of administration duties.
  • Communicate with internal and external customers via phone, email and in-person.
  • Draft and disseminate communications.
  • Prepare daily schedules and travel related tasks.
  • Develop presentations.
  • Extract and format data.
  • Assist with hiring for the department to include, but not limited to, schedule interviews, prepare interview packets (applications, questionnaire and rating sheet) collect documents, reference checks, status movement in NEOGOV, and providing new hires with training schedule.
  • Assist with budget.
  • Review requests in Upkeep to ensure jobs have been assigned and completed in a timely manner.
  • Ensure that vendor requests have been made and follow up as needed.
  • Maintain an active list of all vendors in SharePoint.
  • Oversee the information that is on the Agencywide SharePoint site and our individual department site.
  • Submit PARs (personnel action requests) in OnBase as requested.
• Oversee the statewide fleet maintenance.
  • Certify that vehicles are safely maintained and clean.
  • Ensure required documentation is up to date and in vehicle.
  • Confirm insurance is accurate.
  • Pull reports for all vehicles when insurance needs to be renewed.
• Develop and maintain warehouse inventory.
  • Establish an inventory method that results in an accurate counting system.
  • Organize and label items to improve efficiency.
• Handle surplus items.
  • Tag inventory and create a running list of items for surplus.
  • Ensure all documents are collected, signed, turned in and filed appropriately.
• Administer p-card transactions.
  • Review submitted transactions.
  • Ensure that transactions align with SC Procurement guidelines and regulations.
  • Audit submissions to confirm all proper documentation is attached.
• Create and implement a key management system.
  • Establish a list of keys that provides the number of keys, the location/door number the key corresponds to, and who holds a copy of each key.
  • Maintain list and make improvements as needed.
  • Create the list in SharePoint.
• Assist construction department.
  • Gather data and create presentations.
  • Prepare bid notifications.
  • Collect bid submissions.
• Be a representative for the Agency.
  • Represent the Agency in a professional manner at all times.
  • Adhere to the policies that can be found in the administration policy.
• Perform all other duties as assigned.
  • Additional assignment will be completed accurately and within allotted time.

Requirements

Education and Experience:

• Associate's degree or high school diploma with two years of administrative experience.
• Microsoft 365experience.
• SC Procurement, preferred.
• Facilities, construction, and/or inventory control experience preferred.
• SCEIS experience, preferred.
• Applicant tracking software experience, preferred.

Knowledge, Skills and Abilities:

• Ability to communicate effectively, both verbal and written.
• Build rapport with coworkers, stakeholders, other agencies, and vendors.
• Ability to interpret policies and procedures.
• Proficient with computer software systems.
• Ability to exercise judgement and discretions.
• Detail oriented.
• Ability to effectively plan, organize and prioritize.
• Knowledge of governmental, fiscal and personnel procedures, practices and policies.

Additional Information

The South Carolina Vocational Rehabilitation Department 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 South Carolina Vocational Rehabilitation Department offers an exceptional benefits package for FTE positions that includes:

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

South Carolina is making our veterans a priority for employment in state agencies and institutions. Click here for eligibility requirements

If invited to interview, please obtain your Official 10 year driving record from the Department of Motor Vehicles to bring with you.

Official transcripts will be required to verify college degree.