Administrative Assistant-60015999

Job Responsibilities

The Department of Administration’s Division of State Human Resources (DSHR) works with agency customers to provide guidance on HR-related matters, delivering resources that encourage effective workforce planning and organizational development and overseeing the state’s Alternative Dispute Resolution process. We are growing and are now seeking an experienced Administrative Assistant to join our team. In this role, you will serve as the primary point of contact for the Division of State Human Resources, delivering professional front-line customer service while providing comprehensive administrative and operational support across multiple HR program areas. This role is critical in ensuring efficient office operations, accurate records management, and responsive service to internal and external stakeholders.

This position is onsite in Columbia, SC.

Responsibilities of the Administrative Assistant

• Welcome and assist visitors for DSHR, Admin HR, and the Executive Budget Office, ensuring a positive and professional experience while directing inquiries appropriately.
• Manage all incoming calls and inquiries, including providing guidance to the public on state government career website and related HR processes and questions.
• Process written employment verification requests. Conduct research using HR information systems to provide accurate and timely responses while ensuring strict adherence to confidentiality and data privacy requirements.
• Support and maintain the document management system for the Human Capital Management program area. Ensure accurate scanning, indexing, and organization of critical HR documents.
• Maintain and update essential HR records and documentation from agency customers. Serve as the records liaison, ensuring compliance with established records retention schedules and state regulations.
• Provide high-level administrative support to DSHR leadership and staff. Perform a variety of office coordination tasks, demonstrating sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
• Maintain and update the division’s asset management inventory, including tracking of computers, printers, mobile devices, and other equipment.

Coordinate and manage all incoming and outgoing mail for DSHR.

Minimum and Additional Requirements

A high school diploma and experience providing administrative support in a professional setting.

Additional Requirements:

• Knowledge of office management policies and procedures and the ability to exercise judgment and discretion in interpreting and applying policies and procedures.
• Performs standard management support service activities for the program area which includes possessing solid organizational skills and attention to details.
• Knowledge of grammatical rules, spelling, language usage and clerical formats.
• Ability to effectively communicate.

Applicants indicating college credit or degree(s) on the application may bring a copy of college transcript to the interview. A copy of the transcript may also be uploaded as an attachment to the application, if required by the hiring department or if desired by the applicant. Please note that some areas of the Department may require an official, certified copy of the transcript prior to hiring or within a specific timeframe required by that area, after hiring. Failure to produce an official, certified transcript may result in not being hired or termination.

Additional Comments

The Department of Administration 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.

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment. 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.

• Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.