Senior Secretary

State of South Dakota; Pierre (SD); On-site; USD 28,000 - 33,000; Full time

Benefits offered by this job

Health insurance

11 paid holidays

Generous vacation and sick leave accr—

Dental, vision, and other insurance

Job summary

The State of South Dakota Department of Health, Office of Vital Records, is seeking a highly organized Senior Secretary to provide advanced administrative support and ensure timely processing of vital records transactions.

Responsibilities include handling online and mailed requests, coordinating marriage registrations, maintaining records, and responding to inquiries. The role requires discretion, excellent customer service, and strong organizational skills in a fast-paced environment.

Qualifications

• Strong organizational, interpersonal, and communication skills.
• Experience coordinating multiple priorities in a fast-paced environment.
• Exceptional attention to detail and accuracy.
• Excellent customer service skills with diverse audiences.
• Ability to exercise discretion and maintain confidentiality with sensitive information.
• Strong problem-solving and critical-thinking abilities.
• Experience interpreting policies, procedures, or regulations and applying them appropriately.
• Proficiency with computer systems, databases, and standard office software.

Responsibilities

• Process online and mailed vital records requests; coordinate marriage registration activities.
• Maintain and update records in the vital records system; answer inquiries from public, Registers of Deeds, healthcare facilities, funeral directors, and others.
• Serve as a resource for users regarding vital records procedures and system functionality; exercise independent judgment on routine issues.

Skills

Organizational skills

Multitasking

Customer service

Communication

Discretion/confidentiality

Problem solving

Policy interpretation

Teamwork

Job description

Job ID: 38488

Agency: Department of Health - Division of Licensure & Accreditation

Location: Pierre, SD

Salary: $20.47-$24.08 Hourly, depending on qualifications

Pay Grade: F

Closing Date: 11/24/26

This is a Full-Time position with the Department of Health - Division of Licensure & Accreditation. For more information on the Department of Health, please visit https://doh.sd.gov/ .

The South Dakota Department of Health's programs and services help prevent illness and injury, promote healthy places to live, work, and play; provide education to help people make informed health decisions; prepare for, respond to, and prevent public health threats; and support efforts to enhance the quality and accessibility of healthcare. Our services touch the lives of every person in South Dakota.

We recognize that employees are our most valuable resource and are committed to promoting a culture of excellence within the Department of Health. We trust our employees to be innovative, challenge existing processes, and make data-driven decisions. We seek a diverse and skilled workforce that exemplifies leadership, accountability, communication, integrity, and teamwork. Public health is a diverse and growing field that offers rewarding career opportunities for individuals from a variety of educational backgrounds. Imagine yourself as part of a team that is making the lives of South Dakotans healthier and safer.

Please visit our website at http://doh.sd.gov/ to learn more about the Department of Health.

The Office of Vital Records is seeking a highly organized and customer-focused professional to serve as a Senior Secretary. This position provides advanced administrative and operational support for the Office of Vital Records and plays a key role in ensuring the timely and accurate processing of vital records transactions and services.

Responsibilities include processing online and mailed vital record requests; coordinating marriage registration activities; maintaining and updating records within the state's vital records system; responding to inquiries from the public, Register of Deeds, healthcare facilities, funeral directors, and other stakeholders; and serving as a resource for users regarding vital records procedures and system functionality. This position exercises independent judgment in resolving routine issues, researching record discrepancies, prioritizing competing workloads, and ensuring compliance with state statutes, administrative rules, policies, and established procedures.

The Senior Secretary also supports office administration by maintaining records, monitoring workflows, identifying process improvement opportunities, assisting with training and onboarding activities, and helping ensure the efficient day-to-day operation of the program.

Licenses And Certifications

A valid driver's license is required to operate state vehicles.

The Ideal Candidate Will Have

• Strong organizational, interpersonal, and communication skills.


• Experience coordinating multiple priorities in a fast-paced environment.


• Exceptional attention to detail and accuracy.


• Excellent customer service skills with the ability to work professionally with diverse audiences.


• The ability to exercise discretion and maintain strict confidentiality when handling sensitive information.


• Strong problem-solving and critical-thinking skills.


• Experience interpreting policies, procedures, or regulations and applying them appropriately.


• Proficiency with computer systems, databases, and standard office software applications.

Knowledge Of

• program guidelines, procedures, and requirements;


• data entry practices and basic computer operations;


• customer service principles and practices;


• vital records systems, services, and related processes.

Skills To

• interpreting and comprehending program guidelines and procedures;


• providing guidance and technical assistance to end users;


• communicating effectively, both orally and in writing;


• delivering high-quality customer service in person, in writing, and over the phone;


• building and maintaining effective working relationships with staff, stakeholders, and the public;


• providing clear guidance and support to users of vital records systems and services;


• managing multiple tasks, prioritizing workload, and meeting deadlines.

Ability To

• analyze information and resolve routine problems independently;


• identify discrepancies and resolve issues independently;


• work effectively as part of a team;


• interact positively and professionally with colleagues, partners, and the public;


• establish productive working relationships with diverse individuals and groups;


• independently organize work, prioritize competing demands, and achieve deadlines;


• communicate information clearly and effectively to a variety of audiences.

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

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.

• $0 premium employee health insurance option


• eleven paid holidays


• generous vacation and sick leave accrual


• dental, vision, and other insurance options


• 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

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

http://bhr.sd.gov/workforus

"An Equal Opportunity Employer"