Administrative Assistant (61036463)

Key Responsibilities

• Prepare, maintain, and monitor personnel paperwork for the unit.
• Explain changes to employee benefits and assist employees with related problems or questions.
• Complete employee personnel paperwork for hires and separations.
• Prepare requisitions, purchase orders, and receipts.
• Monitor office supplies and maintain files and records according to departmental policies and procedures.
• Prepare correspondence for the District Special Projects Engineer and manager staff.
• Review incoming correspondence to determine proper routing for response/action.
• Answer incoming phone calls to the construction office and direct them to the proper personnel.
• Use South Carolina Enterprise Information System (SCEIS) and State Transportation Accounting and Reporting System (STARS) programs to monitor time data and ensure timely entry and approval of all time.
• Review and verify employee time and leave for accuracy.
• Enter monthly vehicle mileage reports into the system and ensure correct charge codes are used based on project file numbers.
• Track vehicle maintenance and process fuel receipts.
• Maintain the office filing system, including hardcopy, electronic, and ProjectWise formats, in accordance with best practices.
• Receive and review contractor payrolls against monthly wage reports to ensure compliance with state and federal regulations.
• Prepare and maintain records related to contract DBE/EEO requirements and training to ensure compliance with Disadvantaged Business Enterprise (DBE), Equal Employment Opportunity (EEO), and On-the-Job Training (OJT) requirements.
• Verify contractor payroll on Federal Aid projects and certify payroll in SiteManager.
• Operate computerized system programs to compile, type, revise, combine, edit, print, and store correspondence, reports, records, and other documents.
• Assist the District Special Projects Engineer by locating contract documentation needed for claims and/or delays.
• Compile information related to Freedom of Information Act (FOIA) requests and route it through the District Office Coordinator.
• Assist in the preparation of monthly construction reports, safety reports, and other assigned reports.
• Maintain OSHA 300 and Safety Data Sheets (SDS) for the Unit.
• Perform other related duties as assigned.

Requirements & Tech Stack

• South Carolina Enterprise Information System (SCEIS)
• State Transportation Accounting and Reporting System (STARS)
• ProjectWise
• SiteManager
• OSHA 300
• Safety Data Sheets (SDS)
• Proficiency in operating computerized system programs for document compilation and management.

Qualifications

• A high school diploma or an approved acceptable equivalence.
• Six (6) months of directly related work experience.
• A motor vehicle operator’s license is required.
• 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.