File Room Coordinator

Job 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).

• Support our transition from paper to electronic files.
• Sort, prep, scan, and accurately index documents.
• Perform QA/QC to ensure scanned documents are complete and correctly[TM1] 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.

Minimum and Additional 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.

Preferred Qualifications

• 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.

Additional Comments

SCDES 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 Department will not sponsor H1B visas for this position.

The South Carolina Department of Environmental Services offers an exceptional benefits package for full time (FTE) employees:

• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• 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 (S.C. Deferred Compensation)
• Retirement benefit choices *
  • State Retirement Plan (SCRS)
  • State Optional Retirement Program (State ORP)
• Remote Work: 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.

• Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.