Program Assistant I

State of South Dakota · Pierre, SD · 2 wk ago

On-site$21.41–$26.75/hrFull-time

Location: Pierre, SD
Salary: $21.41–$26.75 hourly, depending on qualifications

About the role

Are you organized, detail-oriented, and someone who enjoys keeping projects moving behind the scenes? The Office of the State Engineer is seeking a dependable professional to provide essential administrative and financial support to Project Managers and help ensure state construction and facilities projects are accurately documented, financially monitored, and completed successfully.

Your attention to detail will directly support the successful delivery of state projects. From ensuring invoices are accurate and properly funded to keeping project records current and complete, this position plays an important role in connecting the administrative, financial, and project-management pieces that keep OSE operations running smoothly.

Responsibilities

Assist Project Managers with project documentation, filing, contract documents, and general project administration.
Process vouchers, invoices, pay applications, and other project-related financial documentation, including reviewing for mathematical accuracy.
Monitor contract expenses and notify Project Managers when invoices or billings exceed available funding amounts.
Maintain the Project Register and Owner Insite software, including posting project documents and keeping information current. Training will be provided.
Enter contract information into templates and route contract documents for appropriate signatures.
Ensure final project paperwork and documentation has been received and properly filed.
Process office payments, code and create non-cash vouchers, and enter payments into the state accounting system.
Create and process purchase requisitions and enter information into the state accounting system.
Maintain File Director by ensuring project information is accurate and up to date.
Post contracts to Open SD and assist with maintaining the state's webpage.
Assist with maintaining the online bidding platform and posting documents to the Project Register and/or Owner Insite.
Review work requests for accuracy and assign project numbers.
Assist with monthly status reports and run monthly, quarterly, and annual project reports.
Process OSE billings.
Provide backup assistance to the Energy Manager with the EnergyCap program.
Maintain and update agency contacts.
Perform other duties and provide administrative support as needed to help OSE projects stay organized, accurate, and on track.

Requirements

Organizational skills and the ability to stay on task, even when tasks are repetitive.
Strong time management and prioritization skills.
Positive attitude.
Knowledge of Microsoft Suite, including proficiency in Microsoft Office applications (Word, Excel, PowerPoint), email, internet browsing, file management, and basic troubleshooting.
Ability to learn and use computers and new software(s).
Ability to interpret and comprehend program guidelines and procedures.
Strong communication skills, both orally and in writing.
Ability to provide great customer service.
Ability to gather, interpret, and report on information concerning assigned activities.
Ability to train and provide guidance to staff and others.
Ability to conduct research, and compile and analyze data.
Ability to establish and maintain effective working relationships with staff and the public.

Benefits

$0 premium employee health insurance option.
Eleven paid holidays.
Generous vacation and sick leave accrual.
Dental, vision, and other insurance options.
Retirement benefits (Class A retirement under SDRS).

Additional Information

This position is eligible for Veterans’ Preference per ARSD 55:10:02:08. If you possess a National Career Readiness Certificate, please submit the certificate with your application. A certificate is not necessary to be considered.