Administrative Specialist

Pennington County; Township X (SD); On-site; USD 42,000 - 64,000; Full time

Job summary

Pennington County is seeking an Administrative Specialist to provide comprehensive administrative support to department leadership. This role requires independent work on projects, discretion with confidential matters, and the ability to work under pressure.

The position involves coordinating schedules, travel, events, and preparing documents for public agencies, as well as managing contracts, grants, payroll processes, and department records in a structured, office-based setting.

Qualifications

• High School Diploma or GED required.
• Five or more years of related experience.
• Possession of or ability to attain a valid driver’s license.
• Ability to operate standard office equipment and Microsoft Office programs.

Responsibilities

• Provide general information and administrative support to department leadership including scheduling and calendar management.
• Book travel and lodging, arrange events, meetings and other projects as needed.
• Prepare correspondence, reports, presentations, contracts and notices for the public and agencies.
• Track and maintain files related to contracts and grants.
• Manage all files, policies and procedures for the department.
• Handle voucher and payroll processes.
• Maintain department inventory and distribute supplies as needed.
• Perform additional duties as assigned by Supervisor.
• Maintain compliance with all policies and procedures.

Skills

Office administration

Calendar management

Communication skills

Confidentiality

Education

High School Diploma or GED

Tools

Microsoft Office

Email/records software

Job description

The Administrative Specialist is primarily responsible for meeting the administrative needs for the department. This position will have the ability to work independently on projects and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion.

Essential Functions:

• Provides general information and administrative support to department leadership including scheduling, managing calendars, booking travel and lodging, arranging and coordinating events, meetings and other projects as needed.
• Prepares correspondence, reports, presentations, contracts, legal notices, bidding packets, commission agenda items, and other documents for the public, and various county and non-county agencies.
• Tracking and maintaining all files related to contracts and grants.
• Manages all files, policies and procedures for department.
• Responsible for voucher and payroll processes.
• Maintain, order, and distribute department inventory.
• Perform additional duties as assigned by Supervisor.
• Maintain compliance with all company policies and procedures

This job specification should not be construed to imply that these requirements are the exclusive duties of the position. Incumbents may be required to follow any other instructions, and to perform any other related duties, as may be required.

Education and/or Experience Required:

• High School Diploma or GED required.
• Five or more years of related experience.
• Possession of or ability to attain a valid driver’s license.
• Ability to operate standard office equipment and a computer with working knowledge of computer and software applications, including Microsoft Office programs.

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards.
• Must be able to lift and carry up to 25 pounds.
• Must be able to talk, listen, and speak clearly on telephone and in-person.

Working Environment:

• Work is performed in an office setting where noise and interruptions often occur.
• Depending on setting, office setting may be located within a secure setting.