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Executive Assistant

Posted on: May 6, 2024
  • Full Time
  • Pierre, SD
  • May 27, 2024

Website South Dakota Bureau of Information and Telecommunications

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

Job ID: 26963
Agency: Bureau of Information and Telecommunications
Location: Pierre
Salary: $20.04 – $25.05/hour, depending on experience
Pay Grade: GG
Closing Date: 5/27/24

This is a Full-Time 40 Hours Weekly position with the Bureau of Information and Telecommunications. For more information on the Bureau of Information and Telecommunications, please visit https://www.sd.gov/bit.

The Bureau of Information and Telecommunications (BIT) provides centralized IT services to state government agencies. The Executive Assistant to the Commissioner of BIT provides executive level administrative support to the Commissioner and Deputy Commissioner and minor support to Bureau Directors. Assumes responsibility without direct supervision, exercises initiative and sound judgment, and makes decisions within the scope of assigned authority. Organizes the office and creates an atmosphere that permits the Commissioner and Deputy Commissioner to devote the optimum time, attention, and focus on activities that best benefit the Bureau and State. The Assistant must enjoy working within an environment that is results-driven and service oriented. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Regular tasks include scheduling meetings and calendar events; answering and returning phone calls; organizing documents; maintaining records; and taking notes at meetings.

Incumbent will complete a broad variety of administrative tasks for the commissioner, including:

Managing an extremely active calendar of appointments; including gathering documents and attending to logistics of meetings.
Attending meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
Providing event support, including assisting with organization and technology.
Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents as needed.
Answering phones, taking messages, communicating information to the executive, and responding as needed to voicemail.
Handle printing, faxing, mail packages, copying, filing, and email/messages.
Researching and prioritizing incoming issues and concerns addressed to the commissioner, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response.
Providing a bridge for smooth communication between the commissioner’s office and internal staff, demonstrating leadership to maintain credibility, trust, and support.
Prioritizing conflicting needs; handles issues expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Overseeing office needs, such as procurement of office supplies.
The Ideal Candidate Will Have:

The ideal candidate has extensive experience managing an executive, has the ability to solve problems, is intuitive, and can think on their feet. Ability to interpret a variety of instructions shows understanding, friendliness, courtesy, tact, empathy, and politeness to others, develops, and maintains effective relationships with others; and is able to maintain a high level of confidentiality.

Knowledge of:

Microsoft Office products; and,
state government purchasing laws and practices.
Skill to:

collaborate within a team and problem-solve to achieve goals;
demonstrate emotional maturity;
effectively listen;
prioritize and organize efficiently; and,
maintain a high level of integrity and trust.
Ability to:

handle highly sensitive information with absolute confidentiality and professionalism;
perform and prioritize multiple tasks seamlessly with excellent attention to detail;
effectively communicate, both orally and in writing;
adapt to various competing demands and demonstrate the highest level of customer service and response;
be a highly resourceful team-player, as well as effective independently.
Additional Requirements: To be considered, please attach your resume.

This position is exempt from the Civil Service Act.

Successful applicant(s) will be required to undergo a background investigation. An arrest/conviction record will not necessarily bar employment.

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 employer paid health insurance 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 at https://bhr.sd.gov/job-seekers/work-for-state-government/. This position is a member of Class A retirement under SDRS.

Must apply online: https://sodakprod-lm01.cloud.infor.com:1443/lmghr/xmlhttp/shorturl.do?key=PPF
You must apply online, emailed resumes or submissions will not be accepted.

South Dakota Bureau of Human Resources
Telephone: 605.773.3148 Email: careers@state.sd.us
http://bhr.sd.gov/workforus
“An Equal Opportunity Employer”

To apply for this job email your details to sdcareers@state.sd.us