The Administrative Coordinator will serve as the assistant to the Human Resources Division and will play a key role in supporting the Director and HR Division by providing high-level administrative support and coordination for operations within Human Resources. The role will involve working collaboratively with the HR Director and HR Staff to ensure smooth and efficient functioning of the Human Resources Division. The Administrative Coordinator will also assist with various assignments and projects that involve interpreting and applying policies, procedures, employment laws, and State HR regulations with individual discretion.
ESSENTIAL DUTIES AND RESPONSIBILITIES OF THE POSITION
This job bulletin represents general duties for this position and is not intended to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Executes administrative duties that are essential for the functioning of the Human Resources Division. Provides high-level administrative assistance to the Director by managing, planning, coordinating, and executing various tasks. Assists in the establishment and execution of administrative standards, policies, and procedures within the division. Offers guidance to internal and external stakeholders and HR staff on established policies and procedures as needed or instructed.
Provides advanced level administrative support to the HR Director by preparing executive correspondence, reports, form letters, and other materials. Takes appropriate action on administrative issues as needed or as directed. Under the direct supervision of the Director and with the highest level of discretion, assists with handling confidential/sensitive information and/or issues that may have organization-wide impact. Documents and escalates complex issues to the Director for resolution.
Coordinates the receipt of reports from HR Staff on various human resources matters for regular submission to the Director. Prepares and maintains confidential records and reports. Develops meeting agendas and attends and takes notes at meetings and work groups as requested by the Director.
Serves as the primary point of contact for internal and external departments and organizations. Responsibilities include developing and maintaining positive relationships with HR staff and stakeholders, both within and outside the Judicial Branch. Also serves as the point of contact for communication with the HR Director/HR Division, coordinating executive communications, answering calls, responding to emails, reviewing and distributing mail, and interacting with visitors.
Manages the receipt, review, and distribution of HR communications within the branch, as well as submitting HR information for publication in Headlines. Assist with phone coverage of the Court Administration receptionist desk.
Responsible for developing and maintaining a system to manage SCJB-related communications and requests. This includes monitoring and tracking the progress of communications and requests, as well as consulting with the HR Director for updates on progress and addressing any potential issues that may require follow-up.
Manages HR electronic files, documents, templates, and forms. Develops and maintains a system to track and update new or revised HR electronic forms, templates, files, and documents. Makes recommendations on filing procedures and purging of electronic records. Conducts regular audits to ensure the accuracy and organization of electronic files.
Oversees the maintenance of HR forms, documents, and information on the SCJB intranet, as well as the removal of outdated electronic files, templates, documents, and forms. Manages the human resources email account.
Assists the HR Director in managing the office budget, which includes monitoring expenditures, controlling costs, obtaining approval for expenses, and maintaining financial reports. Responsibilities also include purchasing, organizing, and managing office supplies, furniture, appliances, and miscellaneous products. Oversees the creation and maintenance of financial documentation, such as purchase orders. Utilizes resources from Fiscal Services, such as procurement training, to stay up-to-date on procurement policies and procedures.
Manages the HR Director's schedule by coordinating calendars, scheduling meetings and events, making travel arrangements, and preparing reimbursement forms. Maintains records related to executive teams and committees in which the HR Director is involved.
Serves as primary back-up for the coordination and administration of time and leave, physical security, and parking services. In the Employee Services Manager's absence (or presence, with approval) takes appropriate action to address/resolve issues and emergency matters related to time, leave, physical security and parking. Stays abreast of policies and procedures related to the administration of time, leave, physical security and parking services.
Provides administrative assistance and support to other HR functional areas including records management, recruitment, benefits, class and comp, and new employee onboarding as needed or as directed. Coordinates and serves as the primary point of contact for HR maintenance issues.
Performs all other duties as assigned.
MINIMUM QUALIFICATIONS (EDUCATION AND EXPERIENCE)
A bachelor's degree and three (3) or more years administrative support work experience in administrative services, public administration or business administration; an associate's degree and five (5) or more years administrative support work experience in administrative services, public administration or business administration; or a high school diploma and seven (7) or more years administrative support work experience in administrative services, public administration or business administration. Advanced computer skills (e.g. Word, Excel, PowerPoint, and Outlook) required.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS
Ability to carry out all routine administrative duties with limited direct oversight by the Human Resources Director. Accuracy and an attention to detail is required.
Knowledge of human resources functional areas
Knowledge of Judicial Branch policies, procedures, rules, regulations and program services.
Ability to coordinate diverse administrative functions, and work independently using discretion and maintaining confidentiality.
Ability to anticipate administrative needs, problem solve, initiate solutions and follow solutions through to completion.
Ability to multi-task and effectively plan, organize and prioritize work while meeting established deadlines.
Ability to communicate and maintain effective working relationships with supervisor, colleagues, the public and others.
High level of verbal and written communications skills is a must. Proficiency in written and spoken English is required.
Ability to fully comprehend office management practices, procedures and equipment.
Excellent knowledge of MS Office suites. Ability to create and update spreadsheets, reports and organizational charts.
Willingness and ability to learn new technologies and updated office procedures.
Exemplary planning and time management skills.
Ability to develop and maintain efficient documentation and filing systems.
Ability to perform all duties with courtesy, accuracy and promptness.
Punctuality and avoidance of excessive absences is required.
Maintain professional and positive communications at all times.
Ability to adjust work priorities due to changing deadlines.
DESIRABLE (PREFERRED) REQUIREMENTS (EDUCATION AND/OR EXPERIENCE)
Five (5) or more years executive level administrative work experience preferably in Human Resources. Experience as an office manager or administrative supervisor. Work experience with the SC Enterprise Information System (SCEIS) Personnel Administration, Time and Leave Administration Modules beneficial.
The South Carolina Judicial Branch offers an exceptional benefits package for FTE positions that include:
- Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children;
- State Retirement Plan and Deferred Compensation Programs;
- 15 days paid annual (vacation) leave per year;
- 15 days paid sick leave per year;
- Option to designate 10 days of earned paid sick leave per year as family sick leave;
- Paid Parental Leave;
- 13 paid state holidays; and
- Workers’ Compensation Benefits.
EQUAL OPPORTUNITY EMPLOYER
The South Carolina Judicial Branch is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, national origin, sex, gender, pregnancy, age, or disability.
Salary : $55,516
