Program Assistant I

the South Dakota State Government•Pierre, SD

4d•Onsite

About The Position

This position is responsible for supporting the day-to-day operations of the DOH Division of Disease Prevention & Control (DPC). The mission of DPC is to improve the health and well-being of South Dakotans by monitoring disease, providing education, communicating timely, and collaborating with community partners to prevent disease. The position provides comprehensive administrative, organizational, and operational support for the division. Core responsibilities include coordinating office activities, managing training and communication processes, supporting division staff, and maintaining essential records and inventories.

Requirements

High school diploma or G.E.D.
Intermediate knowledge of Microsoft Office tools - Outlook, Excel, Word, Visio, SharePoint
Resume attached
Possess a National Career Readiness Certificate (NCRC) - submission is not required to be considered
Ability to verify identity and eligibility to work in the United States and complete an Employment Eligibility Verification, Form I-9.
Must apply online; emailed resumes or submissions will not be accepted.

Nice To Haves

Associate or Bachelor's degree
Prior work experience in a public health setting.
Knowledge of: work processes pertaining to public administration and management; work processes and practices pertaining to a professional subject area; basic statistical measures; research methods; database development and maintenance.
Ability to: interpret and comprehend program guidelines and procedures; communicate; gather, interpret, report, and use information concerning assigned activities; assess process effectiveness and develop changes or alternatives; train and provide guidance to staff and service users; use personal computers and software; conduct research, and compile and analyze data; establish and maintain effective working relationships with staff and the public.

Responsibilities

Track division contracts through annual entry, review, approval, and signature processes, using email and the Cobblestone system.
Coordinate onboarding, annual, and ad hoc training for staff, including communication of updates, tracking completion, and managing electronic and paper documentation related to data security, confidentiality, standard operating procedures, and other required certifications (e.g., BHRA, BIT, DOH).
Schedule travel, meetings, webinars, and events, including semi-annual in-person staff meetings, monthly division-wide meetings, and additional engagements.
Prepare and distribute agendas, meeting materials, and post-meeting summaries with action items.
Troubleshoot phone, computer, network, and general office issues as they arise.
Maintain division contact lists, including phone lists, calling trees, email distribution lists, staff work schedules, after-hours contact cards, and organizational charts.
Manage and update shared Microsoft Teams channels and SharePoint sites to ensure staff and leadership have current documents and information.
Oversee DPC materials in the DOH Educational Materials Catalog, including ordering print materials, books, and other items when stock is low.
Maintain version control of documents and materials and coordinate updates between the warehouse, administrative staff, and program staff.
Support staff recognition programs such as employee-of-the-quarter, years-of-service recognition, and external awards.
Route incoming communications-including phone calls, mail, fax, and messages-to appropriate office staff.
Analyze, evaluate, and present recommendations for improving work processes, office systems, and procedures.
Maintain external communication listservs and support dissemination of approved health messages via listserv or the SD Health Alert Network.
Revise and maintain an annual standard operating manual for office coordination activities.
Organize and mail educational materials and letters to individuals with reportable conditions, including parent education for elevated lead levels and awareness letters related to disease detections (e.g., highly pathogenic avian influenza).
Support routing or direct entry of medical test information into electronic data systems.
Implement and follow record retention policies.
Communicate with healthcare professionals regarding proper procedures for submitting disease reports.
Manage office computers, electronics, and software according to established policy, coordinating with BIT and DOH fiscal staff.
Assess and coordinate office equipment needs for new, current, and assigned staff.
Track and manage division invoices, ensuring timely routing to fiscal staff for payment and maintaining communication with vendors regarding questions or past-due notices.
Communicate effectively with a wide range of professional staff, both verbally and in writing.
Perform other duties as assigned to support the operations and mission of the division.