Administrative Assistant

Job ResponsibilitiesResponsible for preparing, maintaining, and monitoring personnel paperwork for the unit. Explains changes to employee benefits, and assists employees in resolving any problems or questions related to this area. Responsible for completing employee personnel paperwork for hire and separations. Prepares requisitions, purchase orders, receipts, monitors office supplies, and maintains files and records according to departmental policies and procedures. Prepares correspondence for the District Special Projects Engineer and manager staff as required. Reviews correspondence received to determine the proper routing for response/action. Answers incoming phone calls to the construction office and directs the calls to the proper personnel. Responsible for using the South Carolina Enterprise Information System (SCEIS) and the State Transportation Accounting and Reporting System (STARS) programs to monitor time data and to ensure all time is entered into the system and approved in a timely manner. Reviews and verifies employee's time and leave for accuracy. Enters monthly vehicle mileage reports in the system and ensures correct charge codes are used based on the project file numbers. Tracks vehicle maintenance and processes fuel receipts. Maintains the office filing system in accordance with best practices, including hardcopy, electronic, and ProjectWise formats. Receives and reviews contractor payrolls against monthly wage reports to ensure compliance with state and federal regulations. Prepares and maintains records related to contract DBE/EEO requirements and training to ensure that line contracts meet or exceed requirements for Disadvantaged Business Enterprise (DBE), Equal Employment Opportunity (EEO), and On-the-Job Training (OJT) compliance. Verifies contractor payroll on Federal Aid projects and certifies payroll in SiteManager. Operates computerized system programs to compile, type, revise, combine, edit, print, and store correspondence, reports, records, and other documents. Assists the District Special Projects Engineer by locating contract documentation needed for the preparation of claims and/or delays. Compiles information related to Freedom of Information Act (FOIA) requests and routes it through the District Office Coordinator. Assists in the preparation of monthly construction reports, safety reports, and other reports as assigned. Maintains OSHA 300 and the Safety Data Sheets (SDS) for the Unit. Performs other related duties as assigned.Minimum and Additional RequirementsA high school diploma and six (6) months of work experience that is directly related to the area of employment; or an approved acceptable equivalence. Physical Requirement: The physical demands for the essential functions of this position include sitting or standing at a desk for extended periods and working on a computer. May be required to lift up to 30 lbs. May be required to work outside of normal work schedule, especially during inclement weather and/or other departmental-related emergencies. A motor vehicle operator's license is required.Additional CommentsApplications accepted on-line at careers.sc.gov. Supplemental questions are considered part of the application and must be completed. Additional questions regarding the application process should be directed to: District 6 HR at View phone number on click.appcast.io.Non Discrimination Statement: The South Carolina Department of Transportation is committed to a diverse workforce and does not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.BenefitsBenefits for State Employees The state of South Carolina offers eligible employees generous benefits, including health and dental insurance; retirement and savings plan options; and paid vacation and sick leave. Plus, work-life balance programs such as telecommuting and flexible work schedules are available to employees of some state agencies. Insurance Benefits Eligible employees may enroll in health insurance, which includes prescription coverage and wellness benefits. Other available insurance benefits include dental, vision, term life insurance, long term disability and flexible spending accounts for health and child care expenses. Retirement Benefits State employees are also offered retirement plan options, including defined benefit and defined contribution plans. Additionally, eligible employees may elect to participate in the South Carolina Deferred Compensation Program, which is a voluntary, supplemental retirement savings plan offering 401(k) and 457 plan options. Workplace Benefits State employees may also be eligible for other benefits, including tuition assistance; holiday, annual and sick leave; and discounts on purchases, travel and more. Note: The benefits above are available to most state employees, with the exception of those in temporary positions. Employees in temporary grant and time-limited positions may be eligible for all, some or none of these benefits as benefits are associated with each position type. For these positions, contact the hiring agency to determine what benefits may be available.