Program Assistant I

State of South Dakota; Pierre (SD); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Health insurance (zero-premium)

11 paid holidays

Vacation & sick leave

Dental insurance

Vision insurance

Retirement benefits

Job summary

The State of South Dakota, Bureau of Human Resources and Administration, Office of the State Engineer in Pierre, SD, seeks an organized administrative professional to provide essential financial and project support to Project Managers.

You will process vouchers and invoices, maintain project records, monitor funding, and help ensure documents are accurate, filed, and posted in required systems, contributing to successful state construction projects.

Qualifications

• Strong organizational skills and attention to detail are required.
• Proficiency with Microsoft Office and email/internet tools.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Assist Project Managers with project documentation and contract administration.
• Process vouchers, invoices, and pay applications, ensuring mathematical accuracy.
• Monitor contract expenses and flag funding shortfalls to Project Managers.
• Maintain the Project Register and related software; post documents and keep data current.
• Enter contract information into templates and route for signatures.
• Process office payments and enter them into the state accounting system.
• Create purchase requisitions and enter data into the state accounting system.
• Maintain File Director and ensure project information is up to date.
• Post contracts to Open SD and assist with the bidding platform.
• Prepare monthly status and project reports.

Skills

Organizational skills

Detail oriented

Time management

Microsoft Office

Communication skills

Tools

Owner Insite

Open SD

State accounting system

File Director

Job description

Job ID: 37043

Agency: Bureau of Human Resources and Administration

Location: Pierre, SD

Pay Grade: G

This is a Full-Time position with the Bureau of Human Resources and Administration - Office of the State Engineer. For more information on the Bureau of Human Resources and Administration, please visit https://www.sd.gov/bhra.

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.

What You’ll Do

This position provides critical administrative and project support to Project Managers within the Office of the State Engineer (OSE). Responsibilities include:

• 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.

Why This Role Matters

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.

The Ideal Candidate Will Have

• organizational skills;
• the ability to stay on task, even when tasks are repetitive;
• strong time management and prioritization skills;

Knowledge of Microsoft Suite. The position requires strong computer skills, including proficiency in Microsoft Office applications (Word, Excel, PowerPoint), email, internet browsing, file management, and basic troubleshooting. These skills are essential for the role.

Ability To

• learn and use computers and new software(s);
• interpret and comprehend program guidelines and procedures;
• communicate efficiently and effectively, both orally and in writing;
• gather, interpret, and report on information concerning assigned activities;
• train and provide guidance to staff and others;
• conduct research, and compile and analyze data;
• establish and maintain effective working relationships with staff and the public.

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.

South Dakota Bureau of Human Resources and Administration

Telephone: [phone] Email: [e-mail]