Administrative Assistant (61036463)

Responsibilities

• Preparing, maintaining, and monitoring personnel paperwork for the unit
• Explaining changes to employee benefits and assisting employees in resolving related problems or questions
• Completing employee personnel paperwork for hires and separations
• Preparing requisitions, purchase orders, and receipts; monitoring office supplies; maintaining files and records per departmental policies and procedures
• Preparing correspondence for the District Special Projects Engineer and manager staff as required
• Reviewing incoming correspondence to determine proper routing for response or action
• Answering incoming phone calls to the construction office and directing calls to appropriate personnel
• Using the South Carolina Enterprise Information System (SCEIS) and the State Transportation Accounting and Reporting System (STARS) to monitor time data and ensure timely entry and approval
• Reviewing and verifying employee time and leave for accuracy
• Entering monthly vehicle mileage reports and ensuring correct charge codes based on project file numbers
• Tracking vehicle maintenance and processing fuel receipts
• Maintaining the office filing system per best practices, including hardcopy, electronic, and ProjectWise formats
• Receiving and reviewing contractor payrolls against monthly wage reports to ensure compliance with state and federal regulations
• Preparing and maintaining records related to contract DBE/EEO requirements and training to ensure line contracts meet or exceed Disadvantaged Business Enterprise (DBE), Equal Employment Opportunity (EEO), and On-the-Job Training (OJT) compliance
• Verifying contractor payroll on Federal Aid projects and certifying payroll in SiteManager
• Operating computerized system programs to compile, type, revise, combine, edit, print, and store correspondence, reports, records, and other documents
• Assisting the District Special Projects Engineer by locating contract documentation needed for preparation of claims and/or delays
• Compiling information related to Freedom of Information Act (FOIA) requests and routing it through the District Office Coordinator
• Assisting in preparation of monthly construction reports, safety reports, and other reports as assigned
• Maintaining OSHA 300 logs and Safety Data Sheets (SDS) for the unit
• Performing other related duties as assigned

Requirements

• High school diploma and six (6) months of work experience directly related to the area of employment, or an approved acceptable equivalence
• Physical demands 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 normal work schedule, especially during inclement weather and/or departmental emergencies
• Valid motor vehicle operator's license required