Assistant to Director of Vital Records Certification (Administrative Assistant)-61005963

State of South Carolina • Lexington County, SC

2d • Hybrid

About The Position

Under supervision of the Director of the Division of Vital Records, performs customer service and administrative duties in support of the Division of Vital Records. Serves as Program Assistant to the Director of Vital Records, supporting the coordination and scheduling of projects and priorities. Monitors and maintains spreadsheets tracking assigned tasks, deadlines, and completed work related to special initiatives. Collects and compiles data to provide progress reports on both open and confidential projects. Acts as the primary point of contact for cases requiring direct communication with the Director, including employee matters and customer concerns. Assists the Administrative Assistant to the Director of Vital Statistics with billing functions related to vital records, including drafting, issuing, and processing invoices, entering data into the Vital Records and Statistics Integrated Information System (VRSIIS) system, and monitoring compliance with billable contracts. Manages monthly billing cycles, receives payments, and follows up with delinquent clients to ensure timely collection. Serves as the Vital Records Forms Manager, conducting regular reviews to ensure forms are current and compliant with policies and procedures. Coordinates with management to implement approved updates in Microsoft Word and PDF formats, and ensures adherence to established guidelines throughout the forms approval process. Provides administrative support for the State and Regional Office employee recognition programs and assists state office teams with fulfilling customer requests, as assigned by the Director, ensuring timely and accurate service delivery. Other duties as assigned related to the position.

Requirements

• A high school diploma and work experience that is directly related to the area of employment.
• Six (6) years of clerical experience.
• Experience with various filing systems and procedures.
• Demonstrated problem solving skills and ability to work independently.
• Two (2) years of cash handling or billing experience.
• Ability to type at a corrected rate of 45 words per minute (certified typing test required).

Nice To Haves

• A bachelor's degree may be substituted for the related work experience.
• Bachelor’s or Associates degree.
• Four (4) years of billing experience including customer compliance.
• Two (2) years Vital Records experience.
• Bilingual in Spanish/English.

Responsibilities

• Performs customer service and administrative duties in support of the Division of Vital Records.
• Serves as Program Assistant to the Director of Vital Records, supporting the coordination and scheduling of projects and priorities.
• Monitors and maintains spreadsheets tracking assigned tasks, deadlines, and completed work related to special initiatives.
• Collects and compiles data to provide progress reports on both open and confidential projects.
• Acts as the primary point of contact for cases requiring direct communication with the Director, including employee matters and customer concerns.
• Assists with billing functions related to vital records, including drafting, issuing, and processing invoices.
• Enters data into the Vital Records and Statistics Integrated Information System (VRSIIS) system.
• Monitors compliance with billable contracts.
• Manages monthly billing cycles, receives payments, and follows up with delinquent clients.
• Serves as the Vital Records Forms Manager, conducting regular reviews to ensure forms are current and compliant with policies and procedures.
• Coordinates with management to implement approved updates in Microsoft Word and PDF formats.
• Ensures adherence to established guidelines throughout the forms approval process.
• Provides administrative support for the State and Regional Office employee recognition programs.
• Assists state office teams with fulfilling customer requests, as assigned by the Director.
• Other duties as assigned related to the position.

Benefits

• 15 days Annual (Vacation) Leave per year
• 15 days Sick Leave per year
• 13 Paid Holidays
• Paid Parental Leave
• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children.
• S.C. Deferred Compensation Program available
• Retirement benefit choices (State Retirement Plan (SCRS) or State Optional Retirement Program (State ORP))

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED