Senior Secretary

the South Dakota State Government•Pierre, SD

13d•Onsite

About The Position

This position performs professional and secretarial functions or high-level clerical support functions for the Department of Health, Office Administrators and Program Managers. Duties include serving as backup to the first contact for the public and callers to the Department of Health, routing calls, greeting guests, data entry and research for various programs, coordinating meetings, preparing and sending large mailings, confidentiality of patient records, and preparation of various reports. The Department of Health works within a team environment, and the successful candidate will have the opportunity to learn new skills for the various divisions within the Department. Some of the high-level duties this position will perform include developing and implementing procedures related to their assigned duties. This position would be expected to analyze the procedures used for the department and bring solutions including for example, identification of allowable exceptions in the out-of-state travel request process. This position will also manage correspondence, prepare reports, and maintain various recordkeeping for the entire department. They will schedule meetings and interviews, coordinate and staff events, create and publish meeting materials, and provide support during events and meetings as needed. This individual will be required to know and utilize purchasing regulations, ensuring that all policies, procedures, and best practices are implemented to best utilizing funds, including research and comparison for items outside of the State purchasing contracts. This position will managing purchasing for several offices within the Department of Health in coordination with the purchasing officer as needed. This position will also manage and maintain data related to assigned duties such as immunization records, reports to the Department Secretary, and legal documents, ensuring accuracy and confidentiality. This includes updating databases, generating reports, and analyzing data to support decision-making processes. This position will also provide support as requested through a help desk. The Senior Secretary will serve as a resource for training and guidance to other staff members at all levels, including development of "best practices" and training materials, and offer ongoing support to ensure staff are proficient in their roles. This position must possess the flexibility to prioritize projects and requests to ensure timely completion within changing deadlines. Further, this individual will serve as a gatekeeper of personally identifiable information and make decisions on whether records may be released based on verification of identity prior to releasing records to patients.

Requirements

Experience with secretarial and administrative support duties.
Ability to prioritize and successfully complete multiple projects at one time, often with interruptions and directional changes.
Knowledge of computers.
Knowledge of Microsoft Office Suite (Outlook, Word, Excel, Access).
Knowledge of specialized programs within the Department.
Skill to manage multiple projects with attention to detail, accuracy, and timeliness.
Skill to prioritize projects as necessary.
Skill to ask appropriate questions when needed.
Skill to handle day-to-day functions as well as long-term departmental projects.
Skill to serve as a customer service contact for callers and visitors within the State Public Health Laboratory.
Ability to work effectively in collaborative team environments.
Ability to demonstrate strong time-management and organizational skills.
Ability to handle multiple projects simultaneously.
Ability to maintain attention to detail.
Ability to communicate effectively and efficiently.
Must apply online.
Must verify identity and eligibility to work in the United States and complete an Employment Eligibility Verification, Form I-9.
Must complete employment eligibility verification upon hire using E-Verify.

Nice To Haves

Possess the flexibility to prioritize projects and requests to ensure timely completion within changing deadlines.

Responsibilities

Serve as backup to the first contact for the public and callers to the Department of Health, routing calls, greeting guests.
Perform data entry and research for various programs.
Coordinate meetings, prepare and send large mailings.
Maintain confidentiality of patient records.
Prepare various reports.
Develop and implement procedures related to assigned duties.
Analyze departmental procedures and propose solutions, including identification of allowable exceptions in the out-of-state travel request process.
Manage correspondence and maintain various recordkeeping for the entire department.
Schedule meetings and interviews, coordinate and staff events, create and publish meeting materials, and provide support during events and meetings.
Utilize purchasing regulations, ensuring policies, procedures, and best practices are implemented for fund utilization, including research and comparison for items outside of State purchasing contracts.
Manage purchasing for several offices within the Department of Health in coordination with the purchasing officer.
Manage and maintain data related to assigned duties such as immunization records, reports to the Department Secretary, and legal documents, ensuring accuracy and confidentiality.
Update databases, generate reports, and analyze data to support decision-making processes.
Provide support as requested through a help desk.
Serve as a resource for training and guidance to other staff members, including development of "best practices" and training materials.
Offer ongoing support to ensure staff are proficient in their roles.
Prioritize projects and requests to ensure timely completion within changing deadlines.
Serve as a gatekeeper of personally identifiable information and make decisions on whether records may be released based on verification of identity prior to releasing records to patients.