S

Operations Specialist

icon building Company : South Dakota State Government
icon briefcase Job Type : Full Time
icon geo-alt Pierre, United States

Job Description - Operations Specialist

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

Job ID: 38273
Agency: Department of Health - Division of Disease Prevention & Control
Location:Pierre, SDSalary: $25.02-$29.44 Hourly, depending on qualifications
Pay Grade: H
Closing Date: 11/11/26

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

This position is responsible for supporting the grant, contract, procurement, and fiscal operation of the DOH Division of Disease Prevention & Control (DPC). The mission of DPC is to improve the health and well-being of South Dakotans by monitoring disease, providing education, communicating timely, and collaborating with community partners to prevent disease.

Major Duties:

  • Implements and supports budgetary guidelines, policies, and procedures to manage grants.
    • Monitor grant expenditures to ensure align with approved grant activities.
    • Compiles budget estimates and justifications for grant applications.
    • Provides direction to program staff compiling funding for projects.
    • Prepare grant amendments to accommodate changes from original plans.
    • Track and manage invoices, including receiving, coding, submitting for payment, and communicating with vendors.
  • Maintains and monitors fiscal activities for multiple programs to ensure compliance with department's fiscal requirements.
    • Monitors fund balances.
    • Develops and monitors contracts.
  • Track contracts for the division through the annual entry, review, approval, and signature steps via email and within the Cobblestone system.
  • Directs the purchasing activities for the division to ensure purchases and items purchased meet state requirements.
    • Seeks approval for requisitions and capital asset acquisitions.
    • Oversees the assets inventory.
    • Monitors account for supply inventories and stockpile materials.
  • Manage DPC's materials in the DOH Educational Materials Catalog.
  • Order print materials, books, or other items when stock is low.
  • Maintain version control of items.
  • Communicate updates between warehouse, administrative staff, and program staff.
  • Maintains personnel activities for the division to ensure compliance with state and federal rules, regulations, policies, and procedures.
    • Manage onboarding, annual, and ad hoc training for staff, including ensuring staff compliance with data security and confidentiality, HIPAA, standard operating procedures, and other trainings or certifications (e.g., Bureau of Human Resources and Administration (BHRA), Bureau of Information and Technology (BIT), DOH).
    • Leads division efforts on employee engagement, retention, and evaluation.
  • Analyzes data for division use on the SD Employee Engagement Survey and Public Health Workforce Interests and Needs Survey (PH WINS).
  • Manages division activities related to retention and evaluation:
    • Maintain inventory and keep records
  • Manage computers, electronics, and software to support the office and staff per existing policy, including coordination with BIT and DOH fiscal staff.
  • Coordinate office equipment needs for new, current, and assigned staff.
  • Manage the division's records retention policy and conduct annual audit reviews.
  • Office organization and support.
    • Coordinate scheduling of travel, meetings, webinars, and other events, including semi-annual in-person staff meetings, monthly division-wide meetings, and other engagements.
    • Prepare and distribute agendas, meeting materials, and post-meeting notes, including action items, for scheduled meetings and webinars.
    • Troubleshoot phone, computer, network connectivity, or office problems that arise.
    • Maintain the division's contact lists: phone list, calling tree, email distribution lists, staff work schedules, after-hours contact cards, organizational chart, etc.
    • Maintain the division's shared Microsoft Teams channels and Microsoft Sharepoint sites.
  • Support internal and external communication.
    • Ensure incoming communications are routed to office staff, such as phone calls, mail, fax, and other messages.
    • Maintain listserv for external communications of pertinent health messages.
    • Revise annually a standard operating manual for office activities.
  • Perform other work as assigned.


The Ideal Candidate Will Have:

Mandatory:

  • High school diploma or G.E.D.;
  • Intermediate knowledge of Microsoft Office tools - Outlook, Excel, Word, Visio, SharePoint;
  • Position not eligible for remote work outside South Dakota.


Preferred:

  • Associate or Bachelor's degree in Business Administration;
  • Prior work experience in a public health setting.


Knowledge of:

  • the principles and practices of administration with emphasis in organization, fiscal management, and budgetary control;
  • generally accepted accounting principles (GAAP), standards, and practices;
  • generally accepted auditing principles (GAAS);
  • office management;
  • purchasing policies and procedures;
  • agency rules, regulations, policies, and procedures;
  • applicable federal and state statutes;
  • procedures and techniques used in contract review and grant administration.


Ability to:

  • communicate clearly and concisely to a wide range of professional staff, both verbally and in writing;
  • interpret rules, policies, procedures, and regulations;
  • train and provide guidance to staff;
  • develop preliminary budget requests and related reports;
  • establish and maintain effective working relationships with staff and the public.


Additional Requirements: To be considered, please attach your resume.

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.

Must apply online: https://gen-stateofsouthdako-trn.inforcloudsuite.com/hcm/xmlhttp/shorturl.do?key=583
You must apply online, emailed resumes or submissions will not be accepted.
South Dakota Bureau of Human Resources and Administration
Telephone: 605.773.3148 Email: [email protected]
http://bhr.sd.gov/workforus
"An Equal Opportunity Employer"

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