Senior Administrative Assistant

the South Dakota State Government•Pierre, SD

21h•Onsite

About The Position

This position performs professional and high-level administrative support functions requiring independent judgment and analysis in support of division operations. The Division of Economic Assistance is dedicated to family success and committed to excellence. We are seeking qualified candidates who share our values of attention to customer service and innovation. If you want to make a difference for South Dakota families then come join our team.

Requirements

A high school diploma or equivalent education and experience.
Knowledge of records management and recordkeeping procedures.
Knowledge of business English, grammar, spelling, punctuation, and formatting of professional correspondence.
Knowledge of applicable laws, regulations, confidentiality requirements, and agency policies governing the handling of sensitive information.
Knowledge of office technology, computerized information systems, and standard office software used to support administrative operations.
Ability to communicate effectively, both orally and in writing.
Ability to provide clear, concise information, explanations, and instructions.
Ability to obtain information from individuals with varying levels of understanding.
Ability to obtain and provide information by telephone and in person in a professional, courteous, and customer-service-oriented manner.
Ability to demonstrate compassion, respect, courtesy, discretion, and tact when interacting with coworkers, clients, partner agencies, and the public.
Ability to maintain composure, professionalism, efficiency, and accuracy during periods of peak workload, frequent interruptions, and changing priorities.
Ability to organize work, establish priorities, manage multiple assignments simultaneously, meet critical deadlines, and follow through with minimal supervision.
Ability to interpret and apply policies, procedures, and guidelines to resolve routine and non-routine administrative issues using sound judgment and established parameters.
Ability to exercise independent judgment and discretion in handling sensitive or confidential information and administrative matters.
Ability to independently identify, analyze, and resolve administrative problems by evaluating available resources, developing practical solutions, implementing appropriate actions, and ensuring timely resolution.
Ability to recognize the limits of delegated authority, exercise appropriate decision-making within assigned responsibilities, and seek guidance when necessary.
Ability to establish, implement, and improve office procedures and administrative processes to promote efficiency, consistency, and effective workflow.
Ability to coordinate complex administrative activities across multiple programs while ensuring accuracy, consistency, and timely completion of assignments.
Ability to prepare, review, edit, and proofread correspondence, reports, forms, and other documents for accuracy, completeness, and compliance with agency standards.
Ability to maintain confidential records and information in accordance with applicable laws, regulations, policies, and agency procedures.
Ability to serve as a resource to staff by explaining administrative procedures, providing guidance on office processes, and assisting others in the effective use of agency systems and procedures.
Ability to build and maintain effective working relationships with supervisors, coworkers, partner agencies, and the public.
Ability to utilize computerized information systems and office software (including Microsoft Office applications and other agency systems) to prepare documents, maintain records, manage data, and support administrative operations.
Ability to operate standard office equipment, including multifunction copiers, scanners, printers, calculators, and other office technology.
Ability to adapt to changing priorities, procedures, technology, and organizational needs while maintaining a high level of productivity and accuracy.

Nice To Haves

Resume attached
Possession of a National Career Readiness Certificate (NCRC) is not necessary to be considered, but can be submitted if available.

Responsibilities

Reviewing invoices related to division expenses, determining appropriate funding sources, verifying compliance with department policies, routing payments for approval, resolving discrepancies with program staff and vendors, deciding which funding source or account should be charged, and resolving payment or procurement problems.
Independently establishing and maintaining statewide direct-billing accounts with businesses, ensuring compliance with department purchasing and payment procedures.
Coordinating administrative aspects of division conferences, meetings, and training events by securing facilities, coordinating logistics, establishing payment arrangements, and ensuring compliance with department policies and budget requirements.
Serving as an administrative resource for division staff by interpreting established procedures, resolving administrative issues, and providing guidance regarding purchasing, payment processing, and office procedures.
Providing administrative coordination for division-wide projects requiring organization, tracking, and follow-up across multiple programs.
Maintaining confidential and official records.
Accessing and analyzing information from electronic systems.
Preparing correspondence and reports.
Responding to inquiries from staff, customers, vendors, and the public.
Determining the appropriate disposition of requests.
Ordering office supplies.
Establishing and maintaining electronic and manual filing systems.
Exercising independent judgment in prioritizing workload, resolving administrative issues, adapting established procedures to meet operational needs, and coordinating multiple assignments while serving diverse programs within the division.
Serving as the primary point of contact for division administrative operations, responding to staff, customers, vendors, partner agencies, and the general public.
Exercising independent judgment to identify the appropriate program, resolve routine administrative issues, and direct inquiries to the appropriate resources.