Administrative Assistant I

Closing Date: 
Tuesday, March 16, 2021 - 12:00pm
Job Location: 
Sumter, SC
Job Type: 
Administrative
Salary Range: 
$30,000 - $32,000
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Job Ad

 

JOB TYPE: Full-Time w/ benefits   

APPLICATION PROCEDURES:

  • All applicants must fully complete the on-line application to include all current and previous work history and education.
  • A resume is also required but will not be accepted in lieu of a completed application nor will it be used to determine if an applicant has met the qualifications for the position.

 

JOB SUMMARY: Performs a variety of administrative activities requiring an effective understanding of the Agency’s policies and programs and a demonstrated competence using a multi-line phone system.

 

OVERVIEW:

We are seeking a highly motivated self-starter that can operate in a high pace environment to become a part of our Administrative Team.  We are looking for someone who is a skilled communicator, very organized, and relentlessly pursues excellence.  We need someone who is willing to think out-of-the-box to find creative solutions and better ways to perform tasks.  You must be able to juggle multiple tasks across a variety of programs while continuing to operate in excellence.    

 

Having the skills listed above is necessary, but not at the top of our list.  First and foremost, you must be a good cultural fit!  Our culture is collaborative, explorative, innovative, and inclusive.  We value diversity and everyone has a voice.  We actively destroy silos, openly share across all departments and most importantly we believe people are our #1 resource.  If you are not of the same mindset, you need not apply.

Truth-in-Lending: This position is not for someone who wants to coast.  You will be expected to hit the ground running and figure things out VERY quickly.  Lastly, in our line of work, you will never get rich, but we do very meaningful work, have great benefits, excellent workplace environment, we have fun while getting the job done, and we take care of our staff.

 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

  • 2-year degree in business, public administration, or a field relevant to the advertised job requirements
  • 1-2 years administrative experience
  • Excellent skills managing social media platforms
  • Experience of managing projects
  • Must possess a valid state-issued driver’s license

 

The following standards express the minimum background of training and experience to show evidence of an applicant's ability to qualify for this position. Other training or experience, if evaluated as equivalent, may qualify the applicant for the position.

 

DESIRED TRAINING AND EXPERIENCE:

  • 4-year degree in business, public administration, or a field relevant to the advertised job requirements
  • Marketing experience
  • Webpage design/management experience
  • SharePoint administration experience

 

NOTE: The Executive Director reserves the right to select a combination of the above criteria which establishes a level of competency to satisfactorily meet the requirements of the position.

 

SUBMIT COMPLETED APPLICATION PACKET VIA EMAIL TO:  Linda Jackson: ljackson@slcog.org

 

Job Description

 

JOB SUMMARY:  Under the direct supervision of the Administrative Department Chief, perform a variety of administrative activities requiring an effective understanding of the Agency’s policies and programs and a demonstrated competence interfacing with the public and internal systems.

 

JOB DUTIES:  The following list is not exhaustive.  Tasks will be varied and may be changed at the discretion of the Executive Director.  They include but are not limited to the following:

 

  • Administrative Assistant
  • Receive incoming telephone calls for the agency on internal switchboard/multi-line phone system in a professional manner
  • Obtain caller’s information and forward calls to appropriate staff or take clear accurate messages
  • Greet clients or visitors and direct to meeting room or staff member’s office
  • Provide information and assistance to clients and customers
  • Answer inquiries for the general public or direct inquiries to the appropriate staff member.
  • Responsible for receipt, review, and distribution of Agency’s mail
  • Log all incoming checks for agency and forward to Finance Manager
  • Assist other Administrative staff in preparing materials as assigned
  • Reproduce materials as assigned
  • Maintain the computer database file for addresses of Agency use to include mailing address, telephone, email, etc.
  • Responsible for scheduling of all meeting rooms
  • Assist Administrative Department Chief with support to the Board of Directors, as required
  • Assist with and execute purchasing for agency as directed/needed
  • Ensure maintenance of postage meter, copier, and local scanner
  • Assist with maintenance of Agency vehicles, to include scheduling maintenance of as well as end of the month reporting of vehicle logs, maintenance, mileage, and gas
  • Assist with preparing A-95’s, as the local clearinghouse for the region
  • Serve as backup to primary POC to maintain bonding to make financial deposits on behalf of the Agency
  • Maintain Notary Public certification
  • Perform other duties as assigned

 

  • Digital Communications Specialist
    • Develop/create graphic materials/symbols/imagery to portray agency/programs in a way to create public interest
    • In collaboration with the Executive Director and Administrative Chief, develop and maintain digital assets that support strategic communication goals
    • Develop, coordinate, and implement all electronic outreach efforts, including COG's website and social media channels
    • Research best practices for web and social media, effectively integrating keywords and hashtags into content strategies
    • Track and report analytics, demonstrating the effectiveness of ongoing campaigns monthly
    • Monitor external social media comments for any content that portrays a negative image of the COG
    • Report to Executive Director any content that portrays a negative image of the COG
    • Provide input to Executive Director and Administrative Chief on how to address any content that portrays a negative image of the COG
    • Manage COG's social media channels; Create, schedule, and publish content on Twitter and Facebook; develop social media ad campaigns
    • Perform other duties as assigned
    • Provide monthly Facebook metrics and give input/suggestions related to trends
    • Develop and manage COG Info Hub to be distributed on website and social media

 

  • IT Support Specialist
    • Primary POC to offer basic assistance to staff for the office telephone system or cell phones.
    • Primary administrator of COG SharePoint Site; maintain and update
    • Primary administrator of COG webpage; maintain and update
    • Ensure that all RFB/RFP, notices, board meeting agendas/minutes are posted to website
    • Create/edit digital forms as needed
    • Acts as Administrator for Percipio online training platform and help desk support
    • Ensure new employees have: 1) computer login and email access by coordinating with VC3; 2) office phone setup 3) business cards
    • Perform other duties as assigned

PPE support

  • Act as main PPE point of contact
  • Serve as liaison with PPE vendor and place customer orders
  • Assist with unloading/separating products
  • Serves as point of contact for PPE pickups

Employee Recognition support

  • Assists on recognition day (photos, video, social media posts)
  • Prints photos for recognition wall and replace as necessary

 

HHS Support

Provide back-up administrative support to HHS staff 

  • Daily entry of SMP data

Government Services Support

  • Provide direct support to Chief for committee meetings to include scheduling, meeting prep, contacting attendees and minutes preparation
  • Assist with binding/copying projects

 

Finance Support

  • Assists Finance with special projects
  • Copying
    • Filing

 

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

  • Must possess excellent written/oral and interpersonal communication skills
  • Ability to work quickly to meet deadlines; strong work ethic, and willingness to learn and improve in all aspects of the position
  • Skilled at using Microsoft PowerPoint, Word, and Excel
  • Excellent organizational skills
  • Demonstrated ability to handle complex analytical tasks and project-specific assignments
  • Effective organization and time management skills to meet filing and internal/external project deadlines
  • Demonstrated cross-cultural sensitivity
  • Strong customer-service attitude; self-motivated and goal oriented
  • Talent for creative problem solving with a positive attitude
  • Ability to effectively work with persons from all social and economic backgrounds and educational levels

  

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

  • 2-year degree in business, public administration, or a field relevant to the advertised job requirements
  • 1-2 years administrative experience
  • Excellent skills managing social media platforms
  • Experience of managing projects
  • Must possess a valid state-issued driver’s license

 

The above standards express the minimum background of training and experience to show evidence of an applicant's ability to qualify for this position. Other training or experience, if evaluated as equivalent, may qualify the applicant for the position.

 

DESIRED TRAINING AND EXPERIENCE:

  • 4-year degree in business, public administration, or a field relevant to the advertised job requirements
  • Marketing experience
  • Webpage design/management experience
  • SharePoint administration experience