What are the responsibilities and job description for the Executive Assistant - State Office position at State of South Carolina?
Job Responsibilities
Join South Carolina state government where you can have a meaningful career, incomparable benefits, and a positive work-life balance!
Under the limited supervision of the Commissioner of South Carolina Vocational Rehabilitation Department, the executive assistant will perform complex administrative tasks. The executive assistant will be required to travel periodically within the state and occasionally may be required to travel out of the state.
In this position you will be responsible for the following:
Bachelor's degree and two years of administrative support experience for a high-level executive within a large company or Agency; or high school diploma and six years of administrative support experience for a high-level executive within a large company or Agency.
Preferred Qualifications
Official transcripts will be required to verify college degree.
The South Carolina Vocational Rehabilitation Department is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions, including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.
The South Carolina Vocational Rehabilitation Department offers an exceptional benefits package for FTE positions that includes:
The state of South Carolina offers eligible employees generous benefits, including health and dental insurance; retirement and savings plan options; and paid vacation and sick leave. Plus, work-life balance programs such as telecommuting and flexible work schedules are available to employees of some state agencies.
Insurance Benefits
Eligible employees may enroll in health insurance, which includes prescription coverage and wellness benefits. Other available insurance benefits include dental, vision, term life insurance, long term disability and flexible spending accounts for health and child care expenses.
Retirement Benefits
State employees are also offered retirement plan options, including defined benefit and defined contribution plans. Additionally, eligible employees may elect to participate in the South Carolina Deferred Compensation Program, which is a voluntary, supplemental retirement savings plan offering 401(k) and 457 plan options.
Workplace Benefits
State employees may also be eligible for other benefits, including tuition assistance; holiday, annual and sick leave; and discounts on purchases, travel and more.
Note: The benefits above are available to most state employees, with the exception of those in temporary positions. Employees in temporary grant and time-limited positions may be eligible for all, some or none of these benefits as benefits are associated with each position type. For these positions, contact the hiring agency to determine what benefits may be available.
01
Do you possess a Bachelor's degree and two years of administrative experience; or a high school diploma and four years of administrative experience?
Are you proficient in Office 365e, including Word and Excel?
Are you a current employee or have ever been employed by the state of South Carolina?
If 'yes" please provide details concerning your employment with the state of South Carolina. (Agency Name and Dates of Employment)
05
If offered employment with SCVRD, would you plan to continue additional employment elsewhere?
If 'yes', please provide details concerning the employment.
07
Do you have a family member who is a current employee of SCVRD or do you reside in the same household with a current SCVRD employee?
If you do have a family member who is a current employee of SCVRD or you reside in same household with a current SCVRD employee, please provide the name(s) of the employee(s).
09
Pre-Employment request for Veteran Classification: South Carolina Vocational Rehabilitation Department (SCVRD) is a Government contractor subject to the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, 38 U.S.C. 4212 (VEVRAA), which requires SCVRD to take affirmative action to employ and advance in employment: (1) disabled veterans; (2) recently separated veterans; (3) active duty wartime or campaign badge veterans; and (4) Armed Forces service medal veterans. These classifications are defined as follows: A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability. A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service. An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense. An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985. Protected veterans may have additional rights under USERRA - the Uniformed Services Employment and Reemployment Rights Act. In particular, if you were absent from employment in order to perform service in the uniformed service, you may be entitle
Voluntary Self-Identification of Disability: Why are you being asked to complete this form? Because we do business with the government, we must reach out to, hire, and provide equal opportunity to qualified people with disabilities. To help us measure how well we are doing, we are asking you to tell us if you have a disability or if you ever had a disability. Completing this form is voluntary, but we hope that you will choose to fill it out. If you are applying for a job, any answer you give will be kept private and will not be used against you in any way. If you already work for us, your answer will not be used against you in any way. Because a person may become disabled at any time, we are required to ask all of our employees to update their information every five years. You may voluntarily self-identify as having a disability on this form without fear of any punishment because you did not identity as having a disability earlier. How do I know if I have a disability? You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition. Disabilities include, but are not limited to:
Join South Carolina state government where you can have a meaningful career, incomparable benefits, and a positive work-life balance!
Under the limited supervision of the Commissioner of South Carolina Vocational Rehabilitation Department, the executive assistant will perform complex administrative tasks. The executive assistant will be required to travel periodically within the state and occasionally may be required to travel out of the state.
In this position you will be responsible for the following:
- Perform a range of complex administrative duties.
- Prepare daily schedule.
- Organize sensitive priorities discreetly.
- Optimize an intricate master calendar while safeguarding executive time.
- Prepare agendas.
- Draft executive correspondence, reports, and directives, ensuring accuracy, clarity, and alignment with organizational strategy.
- Handle sensitive and confidential communication.
- Prepare and maintain special or confidential records and/or reports for current and historical needs.
- Ensure the Commissioner’s Page on the intranet depicts the vision and voice of the Commissioner.
- Lead special projects.
- Drive process improvement and innovation.
- Maintain financial records for assigned projects
- Manage all engagements and travel.
- Coordinate logistics for all travel arrangements to include, but not limited to, flights, hotels and car rentals.
- Ensure travel plans are noted on schedules and communicated with identified individuals.
- Confirm plans and attendance for special events.
- Make all travel arrangements for Commissioner, and Agency Board Members.
- Make all out-of-state flight arrangements for Agency Executive Staff and Agency Employees.
- Assist with other travel arrangements as directed by the Commissioner.
- Ensure proper preparation for presentations.
- Proofread all Agency correspondence, contracts and reports that require the Commissioner’s approval.
- Ensure effective communication that is clear and concise.
- Coordinate and confirm meetings and conferences.
- Ensure setup is complete and appropriate for the subject and venue.
- Disperse documentation to the desired individuals in the appropriate communitive format.
- Act as a liaison for the Agency Board.
- Attend meetings.
- Transcribe meeting notes.
- Prepare detailed minutes for public records.
- Coordinate Agency Board’s annual training and retreat.
- Support Board Members with the required SC Ethics Reporting.
- Assist with applications for Specialty License Tags as requested.
- Partner with leadership from all departments to ensure departmental needs are meet.
- Collaborate on employee appreciation events.
- Assist as needed with the coordination of hiring, recruitment, and interview processes.
- Maintain confidential records.
- Distribute memorandums to select staff regarding policies, updates and training.
- Schedule meetings with the Commissioner and interdepartmental staff.
- Transcribe meeting notes for Executive Staff meetings and disseminate to attendees.
- Serve as the primary liaison between executive staff, employees, state officials, citizens, and business leaders.
- Build a positive rapport with external stakeholders and represent the Agency by embodying the Mission.
- External stakeholders include, but are not limited to, legislative contacts, other state agency leaders, local leaders, and business members.
- Working closely with the Agency's Legislative Liaison to assist with legislative matters.
- Interpret and explain the functions of the Agency’s program to the general public and to other public or private agencies or organizations.
- Assist with employee performance management for Commissioner’s direct reports.
- Track EMPS dates.
- Collect data.
- Prepare EMPS documentation.
- Perform all other duties as assigned.
- Duties will be completed accurately and within allotted time.
Bachelor's degree and two years of administrative support experience for a high-level executive within a large company or Agency; or high school diploma and six years of administrative support experience for a high-level executive within a large company or Agency.
- Candidates must specifically meet the Agency Minimum Requirements or an equivalent combination of education and experience to be considered for this position.
Preferred Qualifications
Official transcripts will be required to verify college degree.
- Excellent organizational skills with an ability to think proactively and prioritize work.
- Experience in exercising discretion and confidentiality with sensitive agency information.
- Excellent communication skills, both verbally and written.
- Proficient in Office 365, including Word and Excel.
- Experience with Zoom, Microsoft Teams, WebEx and other virtual platforms.
- Experience in managing operating budgets.
- Knowledge of functions, organization policies, procedures, laws, rules, and regulations pertinent to the agency.
- Knowledge of the principles and methods of effective public relations.
- Knowledge of federal and state legislative processes.
- Ability to conduct complex analyses, interpretations and prepare comprehensive reports.
- Ability to plan, organize and supervise the work of subordinates.
- Ability to communicate effectively.
- Ability to establish and maintain effective relationships with agency executives, government officials and the general public.
The South Carolina Vocational Rehabilitation Department is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions, including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.
The South Carolina Vocational Rehabilitation Department offers an exceptional benefits package for FTE positions that includes:
- Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children
- Paid parental leave
- Flexible work schedules
- 15 days annual (vacation) leave per year
- 15 days sick leave per year
- 13 paid holidays
- State Retirement Plan and Deferred Compensation Programs
The state of South Carolina offers eligible employees generous benefits, including health and dental insurance; retirement and savings plan options; and paid vacation and sick leave. Plus, work-life balance programs such as telecommuting and flexible work schedules are available to employees of some state agencies.
Insurance Benefits
Eligible employees may enroll in health insurance, which includes prescription coverage and wellness benefits. Other available insurance benefits include dental, vision, term life insurance, long term disability and flexible spending accounts for health and child care expenses.
Retirement Benefits
State employees are also offered retirement plan options, including defined benefit and defined contribution plans. Additionally, eligible employees may elect to participate in the South Carolina Deferred Compensation Program, which is a voluntary, supplemental retirement savings plan offering 401(k) and 457 plan options.
Workplace Benefits
State employees may also be eligible for other benefits, including tuition assistance; holiday, annual and sick leave; and discounts on purchases, travel and more.
Note: The benefits above are available to most state employees, with the exception of those in temporary positions. Employees in temporary grant and time-limited positions may be eligible for all, some or none of these benefits as benefits are associated with each position type. For these positions, contact the hiring agency to determine what benefits may be available.
01
Do you possess a Bachelor's degree and two years of administrative experience; or a high school diploma and four years of administrative experience?
- Yes
- No
Are you proficient in Office 365e, including Word and Excel?
- Yes
- No
Are you a current employee or have ever been employed by the state of South Carolina?
- Yes
- No
If 'yes" please provide details concerning your employment with the state of South Carolina. (Agency Name and Dates of Employment)
05
If offered employment with SCVRD, would you plan to continue additional employment elsewhere?
- Yes
- No
If 'yes', please provide details concerning the employment.
07
Do you have a family member who is a current employee of SCVRD or do you reside in the same household with a current SCVRD employee?
- Yes
- No
If you do have a family member who is a current employee of SCVRD or you reside in same household with a current SCVRD employee, please provide the name(s) of the employee(s).
09
Pre-Employment request for Veteran Classification: South Carolina Vocational Rehabilitation Department (SCVRD) is a Government contractor subject to the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, 38 U.S.C. 4212 (VEVRAA), which requires SCVRD to take affirmative action to employ and advance in employment: (1) disabled veterans; (2) recently separated veterans; (3) active duty wartime or campaign badge veterans; and (4) Armed Forces service medal veterans. These classifications are defined as follows: A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability. A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service. An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense. An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985. Protected veterans may have additional rights under USERRA - the Uniformed Services Employment and Reemployment Rights Act. In particular, if you were absent from employment in order to perform service in the uniformed service, you may be entitle
- I IDENTIFY AS ONE OR MORE OF THE CLASSIFICATIONS OF PROTECTED VETERAN LISTED ABOVE
- I AM NOT A PROTECTED VETERAN
- I DECLINE SELF-IDENTIFICATION
Voluntary Self-Identification of Disability: Why are you being asked to complete this form? Because we do business with the government, we must reach out to, hire, and provide equal opportunity to qualified people with disabilities. To help us measure how well we are doing, we are asking you to tell us if you have a disability or if you ever had a disability. Completing this form is voluntary, but we hope that you will choose to fill it out. If you are applying for a job, any answer you give will be kept private and will not be used against you in any way. If you already work for us, your answer will not be used against you in any way. Because a person may become disabled at any time, we are required to ask all of our employees to update their information every five years. You may voluntarily self-identify as having a disability on this form without fear of any punishment because you did not identity as having a disability earlier. How do I know if I have a disability? You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition. Disabilities include, but are not limited to:
- Blindness
- Autism
- Bipolar disorder
- Post-traumatic stress disorder (PTSD)
- Deafness
- Cerebral palsy
- Major depression
- Cancer
- HIV/AIDS
- Multiple sclerosis (MS)
- Obsessive compulsive disorder
- Diabetes
- Schizophrenia
- Missing limbs or partially missing limbs
- Impairments requiring the use of a wheelchair
- Epilepsy
- Muscular dystrophy
- Intellectual disability (previously) called mental retardation OMB Control Number 1250-005
- YES, I HAVE A DISABILITY (or previously had a disability)
- NO, I DON'T HAVE A DISABILITY
- I DON'T WISH TO ANSWER
- Required Question