File Room Coordinator

Job Responsibilities

Careers at SCDES:
Where Passion Meets Preservation

Do you love South Carolina and protecting the environment?

Come join our team at SCDES, put your passion to work with us!

We are dedicated to protecting the state of South Carolina and we would love to have you as a member of our team!

Science | Service | Sustainability

If you’re organized, enjoy helping others, and want to work in an environment where accuracy and teamwork truly matter, this administrative role may be a great fit for you. In this role, you 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.

• 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.

• 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.

Applicants indicating college credit or degree(s) on the application are encouraged to upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.

• 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,…