File Room Coordinator

State of South Carolina•Richland County, SC

1d•Hybrid

About The Position

This administrative role is a great fit for someone who is organized, enjoys helping others, and wants to work in an environment where accuracy and teamwork truly matter. In this role, you will help keep our records systems running smoothly, make sure industry files are accessible and secure, and support essential administrative functions that keep our Bureau moving. If you love organization, accuracy, and being the go-to person for information and coordination, this role is built for you.

Requirements

A high school diploma and relevant experience in business management, public administration, or administrative services.
OR A bachelor’s degree may be substituted for experience.
Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.
Work is conducted in an office setting.
Must be able to stand, stoop, reach, and bend for extended periods.
Must be able to lift boxes up to 30 lbs and files over 5 lbs.
Must hold a valid SC driver’s license and be able to safely operate a state vehicle.
Ability to plan, organize, and prioritize workloads with tight deadlines.
Excellent communication skills—phone, electronic, and in-person.
Ability to work independently and as part of a team.
Ability to follow scanning and QA guidelines.
Strong customer service skills and a helpful, team-centered attitude.
Ability to operate modern office equipment and maintain agency-issued equipment responsibly
Comfort learning new systems (SimpleWeb, Personnel Cost Account System, SCEIS — training provided).
Office setting with routine filing, sorting, and data retrieval.
Role may be designated essential during emergency events.

Nice To Haves

Knowledge of governmental file management procedures and state laws governing records retention and disposal.
Familiarity with office systems or file management.
Experience coordinating multiple tasks or assisting a busy team.
Knowledge of general office procedures.

Responsibilities

Track and maintain all industry files using Simple Web, including check-in/check-out activity, new permit numbers, facility closures, and name changes.
Monitor both on-site and off-site file storage and communicate with our storage vendor for pickups, returns, and record destruction.
Assemble new files, maintain existing files, and ensure all documents are filed promptly and accurately by permit number.
Pull 5-year folders, log them into Simple Web, and prepare them for storage.
Maintain security of confidential files and comply with retention schedules; notify our retention coordinator when records are ready for disposal.
Provide files requested by BAQ staff and the Freedom of Information (FOI) Office and track FOI requests from receipt to completion.
Share responsibility for answering our main Bureau phone line, ensuring coverage Monday–Friday, 8:30 AM–5:00 PM.
Help schedule Bureau conference rooms.
Pick up and deliver mail as needed and support date-stamping operations.
Serve as backup to the vehicle coordinator by assigning vehicles, adjusting reservations, coordinating maintenance/disposal, and supporting procurement for new vehicles—including maintaining cleanliness (car washes).
Sort, prep, scan, and accurately index documents.
Perform QA/QC to ensure scanned documents are complete and correctly labeled.
Identify ways to improve internal processes and maximize technology tools related to records efficiency.
Serve as the Bureau's Personnel Cost Accounting Coordinator.
Update, maintain, and approve monthly submissions to Finance.
Ensure correct supervisor information and funding are loaded in employee profiles and inactivate profiles at separation.
Maintain accurate accounting of work time and leave in both PCAS and SCEIS.
Support the Bureau Chief, Assistant Bureau Chief, Division Directors, and Operations Manager with administrative tasks.
Fill in for other administrative support staff as needed.
Complete all mandatory trainings.
Serve as an essential employee during emergency events—on-call availability may be required.

Benefits

Job Stability & Purposeful Work
Great Benefits: Including paid holidays, 30 total days of leave per year, insurance options for you and your family, and retirement benefit choices.
Career Growth: Grow professionally with ongoing training, skill-building opportunities, and room for advancement.
Work-Life Balance
Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children.
15 days annual (vacation) leave per year
15 days sick leave per year
13 paid holidays
Paid parental leave
S.C. Deferred Compensation Program available
Retirement benefit choices
State Retirement Plan (SCRS)
State Optional Retirement Program (State ORP)
The option to work remotely 2 days per week is available after successful completion of 1 year of employment with SCDES, based on job functions.