Job Description

Posting number: 193947

Department: Department of Social Services

Division: County Office-York

Job classification: Administrative Assistant

Posting type: Open

Categories: Community Services, Health Services, Social Services, Human Services, Community and Social Services

Summary

Do you have a passion to provide meaningful work in the community? Would you like to be part of an organization whose central mission is helping to protect, stabilize and strengthen the lives of children, families, and vulnerable adults? Then the South Carolina Department of Social Services has the right job opportunity for you.

Job Duties:

• The Administrative Support Specialist provides executive administrative support to management and staff. Supports the office in various capacities to ensure daily workflow needs are met.
• Provides administrative support to the county director, deputy director, management, and staff. Assists in daily office needs and manages general administration duties. (Assists Directors, Business Manager, HR Liaison and Management with data entry, reports, correspondences, reference checks, and general administrative tasks. Supports other department areas with administrative needs, events, and/or projects.)
• Provides backup support for the Business Office and/or Business Manager. Assists with general business office related functions to meet day-to-day operation. (Assists Business Manager with issuing checks in Acumatica, annual archive/retention, and business office related job functions. Assists staff with computer, printer, phone, and building related issues as needed.)
• Applies payments received from clients into CHIP system. Writes deposit slips for SNAP/CCU payments. Runs bank errands every three business days to ensure deposits are made in a timely manner. (Applies payments in CHIP on a daily/weekly basis. Takes deposit to bank every three days. Updates CCU Tracking report daily/weekly. Follows up with CCU if payment has not been posted in CHIP within three business days.)
• Schedules and coordinates meetings, conferences, luncheons, and events. Reserves conference rooms for management, staff, and visitors. Prepares communications such as: signages, emails, meeting minutes, and PowerPoint's. Serves as the dedicated note-taker for Employee Appreciation committee meetings. Develops and prepares reports as needed. (Schedules meetings for Directors and management. Coordinates with community partners. Reserves / sets up conference rooms. Prepares documents, handouts, and correspondences. Assists the Employee Appreciation Team committee as needed.)
• Assists the HR Liaison with assigned human resources tasks and provides backup support to the Vehicle Coordinator. Performs other administrative duties as requested. (Assists HR Liaison and the Vehicle Coordinator where needed. Completes additional office errand duties and general administrative tasks. Updates the Emergency Shelter List on a regular basis to ensure accurate, up-to-date tracking. Assists clerical front desk with general operations as needed).
• Ensures personal identifying information (PII) is properly used, accessed, gathered, shared and disposed. Protects the agency networks and applications by safeguarding systems, equipment and data. (Safeguarding all PII information inside personal office and outside. Maintains proper storage of files under lock and key. Protects confidential information by making sure it is shared on an as needed basis with authorized individuals only.)
• Performs Red Cross shelter duty or other emergency shelter duty/services as directed.

Examples of duties

High Schools Diploma and four (4) years of responsible clerical or administrative experience.

Associate Degree and two (2) years of responsible clerical or administrative experience.

Bachelors Degree or higher with responsible clerical or administrative experience.

Qualifications

-Strong knowledge of standard office procedures, data entry, and basic administrative workflows.

• Ability to maintain a polished, professional image in the workplace and across all digital communications, including emails and messaging platforms.
• Excellent written and verbal communication skills to coordinate effectively with the management team, peers, and other departments.
• Proficiency in standard office software for email, documentation, data management, and scheduling (Microsoft Outlook, Excel, Word, PowerPoint, Teams).
• Ability to type quickly and accurately while consistently verifying data for errors.
• Strong organizational skills to manage daily office tasks and handle multiple responsibilities without constant direction.

Supplemental information

This application for employment with the SC Department of Social Services must be completed in its entirety. A resume may be included; but shall not be substituted in lieu of the completion of this application in part or in whole. "See Resume" is not acceptable information for the completion of any part of the requirements of this application. If such is submitted, this employment application will be considered incomplete and may not be forwarded as eligible for consideration to hiring managers.

Must possess a valid driver's license and have access to and be able to operate a motor vehicle. Individuals must comply with necessary field work assignments.

If you certify, by completion and submission of this application, that you possess educational credentials that qualify you for the available DSS positions, you will be required to provide a certified official transcript, if you are selected for job offer.

The South Carolina Department of Social Services offers an exceptional benefits package that includes:

• 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
• Paid Parental Leave
• State Retirement Plan and Deferred Compensation Programs

DIVISION: County Administration / York County