Overview
Administrative Assistant Jobs in Altamonte Springs, FL at Greenberg Dental & Orthodontics
Job Responsibilities
With our Agency’s mission to support the recovery of people with mental illnesses, we provide a complete array of medical and support services for children, adults, and families throughout South Carolina.
This position is located at the Department of Mental Health, Central Office, 2414 Bull Street, Columbia, SC 29201.
As the Administrative Coordinator II, working under limited supervision, you will function as Capital projects liaison in administration team and PPS internal auditor. Research and prepares technical reports/audits and performs special projects to aid Administrative Director for all PPS related items. Performs a variety of complex administrative and technical support duties in management of administrative activities. Functions as OSE liaison; coordinates & processes a wide variety of documents; ensures OSE code & procedure compliance. Maintains, opening & closing all project files and process necessary documents in support of project contracts. Processes SCEIS shopping carts, purchase orders and payments.
Responsibilities include but are not limited to:
Coordinates with project managers in support of the Department’s permanent improvement program. Maintains files for a variety of supporting documents, including, but not limited to OSE documents for capital & small projects, design and construction contracts, amendments, change orders, invoices, payment vouchers and supporting SCEIS documents. Assists with opening capital projects in SCEIS and closeout process for capital projects with SCEIS and DOA. Ensures compliance with OSE codes and procedures.
Utilizes excel to create/maintain project trackers for invoices, IDQ/IDC contract utilization, budget/financial related changes for Capital Improvement projects and DMH small projects. Audits PPS internal trackers for capital and small projects for accuracy. Addresses any discrepancy on tracker audit reports with supervisor and necessary personnel. Serve as back up for small project budget.
Maintains and updates trackers to reflect the status of project related construction and professional service contracts, amendments, change orders and invoices to ensure a timely flow through the system. Maintains project files in an efficient and orderly manner, in accordance with a published file plan, logs & documents on shared drive. Prints and makes weekly distribution of log with necessary personnel.
Creates shopping carts, purchase orders, processes invoices. Process IDTs as needed. Serves as back up for maintenance related procurement services as needed. Serves as back up for square footage report.
Maintains and reports quarterly IDC Report to OSE. Tracks and forms project managers of approaching expiration dates of IDCs. Assists project
managers in responding to vendors regarding SCBO/project information.
Minimum and Additional Requirements
State Minimum Requirement: A high school diploma and relevant experience in business management, public administration or administrative services. A bachelor’s degree may be substituted for required work experience.
Preferred Qualifications
Associate or bachelor’s degree in business administration, public administration, healthcare administration, or other business-related degrees. Experience with capital improvement projects, SCEIS, construction, business auditing and business administration.
Bilingual abilities in English and Spanish (or another language) are a plus.
Additional Comments
The selected candidate must have knowledge of policies, procedures, rules and regulations related to the specific administrative function. Knowledge of modem office practices, procedures and equipment. Ability to coordinate diverse administrative functions. Ability to establish and maintain effective working relationships; ability to communicate effectively and deal courteously with staff and public and be able to deal with sensitive issues in a confidential manner. Knowledge of governmental fiscal end personnel procedures, practices and policies. Job duties will require flexibility to perform tasks of subordinate staff as needed.
The South Carolina Department of Mental Health is an Equal Employment Opportunity Agency. We provide affirmative action and equal opportunity in employment for all qualified persons regardless of race, color, sex – including the basis of pregnancy, childbirth, or related medical conditions, national origin, age, religion, or disability.
South Carolina is making our Veterans a priority for employment in state agencies and institutions.
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. Please account for any and all gaps of employment in your application. A resume will not be accepted in lieu of application completion nor reviewed to determine if an applicant has met the qualifications for the position.
The South Carolina Department of Mental Health offers an exceptional benefits package for FTE positions that includes:
Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children
15 days annual (vacation) leave accrual per year
15 days sick leave per year
13 paid holidays
Paid Parental Leave (Six Weeks for mother per year/Two Weeks for partner per year)
State Retirement Plan and Deferred Compensation Programs
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Title: Administrative Assistant
Company: Greenberg Dental & Orthodontics
Location: Altamonte Springs, FL
