Administrative Coordinator I / 60013436

Full Job Description

Are you the One? We are looking for an Administrative Coordinator I who, under limited supervision, plans, manages, and coordinates administrative functions for the Office of General Counsel, South Carolina Department of Health and Human Services. Exercising discretion and independent judgment, this position has the responsibility of performing duties for the General Counsel, all attorneys, legal assistants, as well as administrative support staff of other areas under the supervision of the General Counsel and includes working with other Executive Administrative staff members. Performs a variety of legal and administrative duties up to and including preparing correspondence, preparing reports, creating files, maintaining mail logs, purchasing supplies and equipment, and legal research.

Performs administrative functions for the Office of General Counsel to include: scheduling, proofing, making copies, tracking, researching, and other general office functions.

Serves as the Office of General Counsel contact for all administrative inquiries from other agency areas.

Answering calls from main Office of General Counsel telephone number and appropriately transferring and/or resolving those calls. Serve as backup phone support for main Department phone line.

Maintains the office supplies, equipment, and furniture needs for the Office of General Counsel including preparation, coordination, and ordering through SCEIS system and coordinating through Service Manager.

Responsible party for Office of General Counsel procurement card, including performing necessary reconciliations.

Coordinates payment of South Carolina Bar licenses and submittal of Annual Compliance Reports to the SC Commission on CLE for the Office of General Counsel.

Prepares, maintains, and updates as necessary all approval/supporting documentation for hiring of outside counsel, updated as necessary but no less than annually.

Processes invoices and coordinates payment for legal and associated services, including PACER account, transcripts, using shopping carts and 192s as appropriate.

Maintains files of all invoices paid through Office of General Counsel. Prepares and maintains the budget allotment for the Office of General Counsel.

Processes information related to Insurance Reserve Fund, including seeking approval for coverage and reimbursement from prepaid legal services for non-covered cases.

Coordinates interviews with candidates for vacant positions in the Office of General Counsel.

Exercising discretion and independent judgment, prepares and maintains case files and correspondence on behalf of the General Counsel and the Office of General Counsel staff.

Receives, logs, and routes incoming and outgoing mail, including internal documents and action referrals from the Office of the Director.

Reviews General Counsel’s incoming/outgoing correspondence; independently assigns deadlines and coordinates responses with the appropriate staff.

Prepares documents/cases for archiving and submission to Archives.

Maintains a complex calendar of legal and judicial proceedings, appointments, and hearings for the General Counsel and attorneys, including filing dates to ensure a timely presentation of the agency’s position.

This involves the exercise of discretion and independent judgment in communicating, scheduling and rescheduling on behalf of the General Counsel with internal staff members including executive levels of the agency.

Maintains calendar for Office of General Counsel conference room.

Maintains the law library for the Office of General Counsel.

This includes reviewing and maintaining state and federal legal publications and supplements ensuring the law library contains the most current information available for legal research.

Maintains relationships/memberships/publications for attorneys and staff with Westlaw, WoltersKluwer (CCH Incorporated), American Association of Health and Human Services Attorneys, and American Health Lawyers Association.

Researches program policies, state and federal court rules, and other information for the Office of General Counsel.

Receives emails from Office of Attorney to verify service on lawsuits where agency is a party.

Receives all Notices of Assignment from Administrative Law Court, verify receipt from Division of Appeals and Hearings, and process to appropriate attorney for handling.

Registers the General Counsel and attorneys for CLE’s, Seminars/Conferences and prepares all required documentation including travel documents.

Reserves state cars for the Office of General Counsel’s staff when needed and performs other duties as assigned. Occasional travel offsite may be required.

• 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 at least five (5) years of relevant experience in administrative services.

A bachelor's degree may be substituted for the required work experience.

Additional Requirements

• Valid driver's license.
• Lifting requirements: 20 lbs.

Qualifications

• Thorough and extensive knowledge and understanding of both federal and state court structures and systems, and of both the state and federal administrative hearings and appeal process.
• A thorough knowledge of the functions of the South Carolina Department of Health and Human Services as well as an understanding of other state and federal agencies.
• Ability to communicate on behalf of the General Counsel and the Office of General Counsel staff.
• Ability to interpret and transcribe written notes, legal pleadings, legal memoranda, legal briefs, motions, legal notices, and other correspondence in accordance with the federal and state court rules and procedures.
• Knowledge of organizational functions and relevant terminology and research practices.
• Required to conduct business lawfully and ethically by consistently adhering to policies, procedures, and regulations of the South Carolina Department of Health and Human Services.
• Must be able to exercise discretion and make decisions independently.
• Must be able to maintain confidentiality and able to move efficiently between multiple tasks with a high degree of accuracy, often under the pressure of deadlines.
• Good written and verbal communication skills are a must.

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.