Senior Administrative Assistant

PLEASE ATTACH THE ADDITIONAL REQUIREMENTS LISTED AT THE BOTTOM OF THIS PAGE

Job ID: 36741

Agency: Department of Social Services - Division of Economic Assistance

Location: Pierre, SD

Salary: $20.47 Hourly, depending on qualifications

Pay Grade: F

Closing Date: 07.31.2026

This is a Full-Time 40 Hours Weekly position with the Department of Social Services. For more information on the DSS, please visit https://dss.sd.gov.

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.

This position performs professional and high-level administrative support functions requiring independent judgment and analysis in support of division operations. Responsibilities 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.

This 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.

This 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.

This 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.

The Ideal Candidate Will Have:

A high school diploma or equivalent education and experience.

Knowledge, Skills, and Abilities of:

• 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 administrative matters;
• independently identify, analyze, and resolve administrative problems by evaluating available resources, developing practical solutions, implementing appropriate actions, and ensuring timely resolution;
• recognize the limits of delegated authority, exercise appropriate decision-making within assigned responsibilities, and seek guidance when necessary;
• establish, implement, and improve office procedures and administrative processes to promote efficiency, consistency, and effective workflow;
• coordinate complex administrative activities across multiple programs while ensuring accuracy, consistency, and timely completion of assignments;
• prepare, review, edit, and proofread correspondence, reports, forms, and other documents for accuracy, completeness, and compliance with agency standards;
• maintain confidential records and information in accordance with applicable laws, regulations, policies, and agency procedures;
• 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;
• build and maintain effective working relationships with supervisors, coworkers, partner agencies, and the public;
• 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;
• operate standard office equipment, including multifunction copiers, scanners, printers, calculators, and other office technology;
• adapt to changing priorities, procedures, technology, and organizational needs while maintaining a high level of productivity and accuracy.

Additional Requirements: To be considered, please attach your resume.

This position is eligible for Veterans' Preference per ARSD 55:10:02:08.

NCRC: If you possess a National Career Readiness Certificate, please submit the certificate with your application. For more information on how to acquire a National Career Readiness Certificate contact a South Dakota Department of Labor and Regulation Job Service Office. A certificate is not necessary to be considered.

The State of South Dakota does not sponsor work visas for new or existing employees. All persons hired will be required to verify identity and eligibility to work in the United States and complete an Employment Eligibility Verification, Form I-9. The State of South Dakota as an employer will be using E-Verify to complete employment eligibility verification upon hire.

The State of South Dakota offers $0 premium employee health insurance option plus eleven paid holidays, generous vacation and sick leave accrual, dental, vision, and other insurance options, and retirement benefits. You can view our benefits information here. This position is a member of Class A retirement under SDRS.

Must apply online: https://gen-stateofsouthdako-trn.inforcloudsuite.com/hcm/xmlhttp/shorturl.do?key=4FL

You must apply online, emailed resumes or submissions will not be accepted.

South Dakota Bureau of Human Resources and Administration

Telephone: 605.773.3148 Email: careers@state.sd.us

http://bhr.sd.gov/workforus

"An Equal Opportunity Employer"

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