Job Description

Administrative Assistant

Job Announcement No: 26-107

Vacant Position(s): 1

Department: Fleet & Facilities Service

Applications Accepted through Sunday, August 23, 2026.

Salary Range: $49,192.00 ($23.65/hr.) - $73,798.40 ($35.48/hr.)

Hiring Range: 49,192.00 ($23.65/hr.) – $61,484.80 ($29.56/hr.)

Grade: 106

Hours: 7:00am – 3:30pm

Position Summary

Under limited supervision, this position performs a variety of administrative functions supporting daily departmental operations, including invoice verification and payment processing, purchase order variance review, travel coordination, monitoring and maintaining the Department EMS (Environmental Management System) program, and providing general administrative support.

Essential Functions

• Performs detailed office administrative duties, including accounts payable, requisitions and purchase orders, variance review, credit card processing, and miscellaneous checking.
• Monitors department budget and accounting information and prepare related reports.
• Assists with preparing and submitting annual budgets.
• Assists with creating, monitoring, and closing capital projects in Dynamics/PowerPlan.
• Provides daily administrative support to department operations.
• Maintains department office supplies, including ordering, inventorying, and organizing supplies.
• Composes and prepares correspondence, administrative reports, and forms.
• Operates office equipment, computers, and related software in a network environment.
• Responds to inquiries from the public by mail, phone, and in person by providing information or directing inquiries to the appropriate source.
• Maintains the department Environmental Management System (EMS), including updating and reviewing the annual Program Review Schedule; uploading appropriate EMS-related documents to QMS (Quality Management System); serving as the department Document Control Representative; and serving on EMS improvement program sub-teams as assigned.
• Prepares business travel arrangements for staff.
• Maintains departmental training records and information in the Training Management System (TMS).
• Greet visitors and direct them to the appropriate person.
• Organizes and files correspondence and other records.
• Maintains regular attendance.
• Performs job duties in accordance with all CWS policies and procedures.
• Maintains the department SharePoint site.
• Research and prepares technical summary reports for the Department Director on subjects including safety, regulatory, and licensing matters.
• Maintains the Emergency Vehicle Re-Entry list, reports the list to Charleston County, and distributes new tags to the company.
  
  

Additional Duties

• Assists with scheduling meetings, recording meeting minutes, and tracking action items through completion.
• Copy correspondences and other printed materials as needed.
• Creates and updates spreadsheets.
• Routes incoming mail.
• May represent the supervisor at committee and internal meetings.
• Maintains bulletin boards.
• May participate in intra- and interdepartmental cross-training.
• Performs other related duties as assigned.
  
  

Job Requirements

Physical Requirements, Activities, and Working Conditions

• Sedentary work exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly moves and transports objects.
• Must be able to remain in a stationary position 50% of the time.
• Visually observe and comprehend computer/terminal screens, reports and correspondence for data input and filing.
• Constantly operates a computer and other office productivity machinery such as but not limited to a telephone, calculator, copier, calculator, scanner and/or microfilm reader / printer.
• Occasionally move about inside the office to access file cabinets, office machinery, etc.
• Frequently positions self to maintain the filing systems and accessing bulletin boards.
• Must be able to communicate to exchange accurate information in writing, verbally and with a 2-way radio, to include comprehension of complex oral and written instructions.
• Ability to receive detailed information through written and oral communications.
  
  

Education And/or Experience

• Associate Degree in Business Administration or related curriculum and two (2) years of progressive experience in administrative duties OR a combination of education and/or experience to total five (5) years. High school or GED preferred.
• Project-oriented experience is desirable.
• Knowledge of business practices and procedures is required.
• Excellent English grammar, spelling and math skills required.
• Proficiency in Microsoft Office Software.
• Experience with SharePoint and databases preferred.
• Knowledge of CWS Environmental Management System Policy and Procedures preferred.
• Ability to understand and execute complex written and oral instructions.
• Must have excellent interpersonal, organizational and communication skills.
• Basic knowledge of accounting techniques.
• Proficient in writing minutes and reports.
• Prior work record indicating dependability and conscientiousness.
  
  

Licenses, Certifications, Registrations

• Certification in the International Association of Administrative Professionals (IAAP) desirable.
  
  

Training Needs

• OSHA and Departmental safety training as required.
• Skills Based Training.
• Standard Operating Instruction (SOI) per department requirements.
• ISO 14001 standards for department and company.
• See Department Competency and Training Matrix for this position.
  
  

Potential Career Path

ELIGIBILITY FOR PROMOTION TO VARIOUS POSITIONS THROUGHOUT THE COMMISSION DEPENDS UPON INDIVIDUAL QUALIFICATIONS AND NOTED JOB PROGRESSIONS ARE NO GUARANTEE OF CAREER PATH TO THESE OR ANY OTHER JOB(S) AT THE COMMISSION.

• Administrative Supervisor
• Facilities Planner/Coordinator
• Fleet Planner
• Executive Assistant