Administrative Assistant (45450)

JOB RESPONSIBILITIES:
Corresponds with prime contractors and the office of business development and special programs through email, courier and postal mail, as well as, facsimile. Correspondence pertains
to the submission and correctness of payroll transcripts, contractor concurrence and prompt
payment, DBE/WBE quarterly reports, STIs, on the job training, and contract quantities. Proof
reads outgoing correspondence for correctness according to the SCDOT manual of style.
Uses State procurement (visa) card to purchase office supplies and other expendable and nonexpendable
supplies less than $3000.00 as needed. Maintains all procurement documents for
audit according to the Department's retention policy. Answers multi-line telephone, transfers
calls, takes messages, and assists callers by answering questions, logging complaints for follow
up by the appropriate person. Meets and greets visitors and Department officials. Creates,
manages and files documents that are received or created in the operation of the Anderson
Construction office. Files include: administrative, employee, training, benefits, payroll, safety,
and construction contracts. These files are maintained, archived, and disposed according to the
Department's retention schedule. Uses the SCEIS system to review and verify employee time
and leave for accuracy. Execute missing time report, time collision report, and CATS_DA report
twice a week to identify discrepancies. Reviews and verifies employee mileage to ensure
consistency with time charges to projects. Enters mileage reports monthly into STARS system.
Uses SCEIS system, purchases equipment and supplies by creating shopping carts, requisitions,
purchase orders and Goods receipts. Stores and keeps supplies current for the entire office.
Creates 608s to pay invoices for additional work performed on construction projects. Assists
the Resident Construction Engineer in all personnel matters for the office. Prepares all related
forms for new hires, promotions, transfers, and terminations. Orientates new hires and advises
them of the state group benefits. Keeps abreast of changes in policies and procedures by
attending training and meetings. Informs all necessary personnel. Maintains filing system for
new files and removing and storing of old files. Responsible for office equipment maintenance
and repairs. Utilizes risk management system for accident and injury recording and reporting.
Handles worker's compensation claims. Organizes and maintains safety memorandums, the
safety manual, and safety pamphlets for review at the monthly safety meetings. Corresponds
with the claims office at headquarters.