Senior Secretary

the South Dakota State Government • Yankton, SD

10d • Onsite

About The Position

The Sr. Secretary for the Yankton Office is a key position in the operations of the Yankton Vocational Rehabilitation District. Vocational Rehabilitation is a successful State and Federal funded program that has demonstrated success in assisting individuals with disabilities to obtain employment. The Sr. Secretary is one of the first staff members who greets many of the VR applicants/consumers. Good customer service is a critical component for this position. The position also schedules appointments, maintains files, maintains financial records to support office operations, reviews and uploads employment documents for client payroll, coordinates schedules, manages inventory of documents/forms, generates reports to track bills and payments, and handles other general support staff duties. This position is an office position typically 8 hours a day, Monday thru Friday.

Requirements

• Baccalaureate degree in a field of study reasonably related to vocational rehabilitation or human service field of people
• Experience and understanding of service options for people with disabilities
• Knowledge of English, including grammar, spelling and punctuation
• Knowledge of computer applications such as Word, Excel and Internet Explorer
• Knowledge of department rules, procedures, and functions
• Knowledge of basic office procedures
• Knowledge of bookkeeping methods and payroll procedures
• Ability to communicate clearly and effectively when working with individuals with disabilities
• Ability to effectively communicate with agencies, personnel, and clients
• Ability to work effectively with a team of co-workers
• Ability to understand and work effectively with individuals who have physical or mental disabilities

Nice To Haves

• Resume attached
• Possess a National Career Readiness Certificate

Responsibilities

• Schedules appointments
• Maintains files
• Maintains financial records to support office operations
• Reviews and uploads employment documents for client payroll
• Coordinates schedules
• Manages inventory of documents/forms
• Generates reports to track bills and payments
• Handles other general support staff duties
• Accurately schedule client appointments with VR Counselors
• Accurately review and complete client payroll for payments
• Accurately process payments for office expenses
• Respond to phone calls from clients, their families, and partner agencies
• Prepare and deliver clear information
• Prioritize necessary functions of the job and perform in a timely fashion
• Complete Excel spreadsheets to track and manage payments
• Delegate and distribute clerical support work to other support staff
• Monitor applicants' appointments to assure applicants are being served as soon as possible
• Word process and complete forms accurately
• Read and comprehend materials
• Maintain accurate records and filing system using Excel spreadsheets
• Operate a variety of office equipment
• Communicate effectively
• Exercise tact, patience, and discretion in communicating and dealing with persons of varying backgrounds and temperament
• Use a case management computer system
• Scan and upload documents
• Edit Adobe documents and email for signatures
• Organize, prepare, and update case files and basic records
• Work effectively with a team of co-workers
• Provide customer services to providers, applicants, consumers and their families
• Understand and work effectively with individuals who have physical or mental disabilities
• Coordinate schedules with other staff to assure receptionist coverage is being met
• Monitor receptionists services are being performed appropriately and report to supervisor of any issues
• Maintain inventory of forms and materials
• Review and process payments accurately

Benefits

• 15 days/120 Hours of Vacation Leave
• 14 days/112 Hours of Sick Leave
• 11 Paid Holidays
• Employee health insurance includes plan with a 0 premium for employee-only coverage
• Flexible Benefits - Dental, Vision, Life Insurance, Critical Illness and more
• Paid Parental & Family Medical Leave
• 6% Fully Matched Retirement Plan
• Reduced Tuition for In-State Colleges/Universities
• Employee Wellness Program
• Continued Education/Training Opportunities
• $0 premium employee health insurance option
• generous vacation and sick leave accrual
• dental, vision, and other insurance options
• retirement benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Senior