Administrative Assistant - IT 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 approved 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.
  • Ensure that vendor requests have been made and follow up as needed.
  • Oversee the information that is on the Agencywide SharePoint site for the IT department and the individual department groups.
  • Submit PARs (personnel action requests) in OnBase asrequested.
• Manage purchases and monthly billing for the IT Department.
  • Create shopping carts.
  • Submit POs to vendors
  • Perform goods receipts for all POs.
  • Submit payment to AP for all invoices.
  • Make p-card purchases and upload documentation/receipts to Bank of America Works.
  • Create all blanket POs for monthly invoices for fiscal year.
  • Maintain spreadsheets monthly with cost center breakdown and submit to Accounts Payable with invoices for payment.
  • Upload monthly reports for area offices to intranet to include, but not limited to, data circuits, cell phones, MiFi, Xerox, and TierPoint.
• Assist with the annual budget Process.
  • Create budget proposal for new fiscal year based on monthly-spend reports and submit to IT management.
  • Create any budget amendments needed throughout the fiscal year.
  • Assist all VR offices/departments with budget inquires for their IT-related monthly-recuring bills.
  • Assist with writing and submitting IT plans to department of Administration.
  • Assist with annual budgeting reports in Data Collections Provisio for DSIT.
  • Maintain annual recurring cost documentation for software support and maintenance contracts.
• Manage ongoing projects in the IT Department as needed.
  • Oversee project timelines within the IT Department and ensure timelines are being met.
  • Share updates with stakeholders as needed.
  • Highlight issues/hard stops and work to find a resolution to not cause a delay to timeline.
  • Utilize planning tools to keep on task and schedule.
• Perform all other duties as assigned.
  • Completeadditionalassignments/projects assigned accurately andin a timely manner.

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.