Senior Administrative Assistant

Summary

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.

The position performs professional and high‑level administrative support functions requiring independent judgment and analysis in support of division operations. Key duties include 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.

The position independently establishes and maintains statewide direct‑billing accounts with businesses, ensuring compliance with department purchasing and payment procedures.

The position coordinates 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.

The position serves as an administrative resource for division staff by interpreting established procedures, resolving administrative issues, and providing guidance regarding purchasing, payment processing, and office procedures.

The position provides administrative coordination for division‑wide projects requiring organization, tracking, and follow‑up across multiple programs. Additional responsibilities include 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; and establishing and maintaining electronic and manual filing systems.

The position exercises 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.

The position serves as the primary point of contact for division administrative operations, responding to staff, customers, vendors, partner agencies, and the general public. The position exercises independent judgment to identify the appropriate program, resolve routine administrative issues, and direct inquiries to the appropriate resources.

A high school diploma or equivalent education and experience.

• Records management and recordkeeping procedures
• Business English, grammar, spelling, punctuation, and formatting of professional correspondence
• Applicable laws, regulations, confidentiality requirements, and agency policies governing the handling of sensitive information
• Office technology, computerized information systems, and standard office software used to support administrative operations
• Communicate effectively, both orally and in writing; provide clear, concise information, explanations, and instructions; and obtain information from individuals with varying levels of understanding
• Obtain and provide information by telephone and in person in a professional, courteous, and customer‑service‑oriented manner
• Demonstrate compassion, respect, courtesy, discretion, and tact when interacting with coworkers, clients, partner agencies, and the public
• Maintain composure, professionalism, efficiency, and accuracy during periods of peak workload, frequent interruptions, and changing priorities
• Organize work, establish priorities, manage multiple assignments simultaneously, meet critical deadlines, and follow through with minimal supervision
• Interpret and apply policies, procedures, and guidelines to resolve routine and non‑routine administrative issues using sound judgment and established parameters
• Exercise independent judgment and discretion in handling sensitive or confidential information and…