SD Parks and Wildlife Foundation Executive Assistant - South Dakota State Government

Job ID: 28194
Agency: South Dakota Department of Game, Fish and Parks
Location: Rapid City, Sioux Falls or Pierre
Salary: $18.56 - $23.20/hour, depending on experience
Pay Grade: GF
Closing Date: 10/02/24

This is a Full-Time 40 Hours Weekly position with the South Dakota Department of Game, Fish and Parks - Parks and Wildlife Foundation. For more information on the Department of Game, Fish and Parks, please visit https://gfp.sd.gov/ .

Are you ready to put your business and people skills to work for noble cause? Do you want to make a difference in the next generation of outdoor families in South Dakota? Would you like to work with a team that is passionate about sustaining South Dakota's traditions? If so, South Dakota Game, Fish and Parks has a spot for you on our team as an executive assistant of the Parks and Wildlife Foundation. This position assists the Executive Director with the management of the the day to day operations for the Foundation.

The South Dakota Parks and Wildlife Foundation (SDPWF) is a nonprofit organization that solicits and encourages private and public support for conservation and management of our State's natural resources for the benefit and enjoyment of South Dakotans and their guests. The specific purposes of the SDPWF are:

To solicit and receive contributions that adds to or improves the quality or utility of any land or water managed by the SDGFP for public outdoor recreation, education, or wildlife and fish conservation.

To acquire real and personal property for public outdoor recreation or education; scientific study; archeological, cultural, or historical preservation; wildlife or fish conservation; or any other purpose related to the functions of the SDGFP.

To solicit and receive any and all contributions of property, whether real, personal, or cash, and to apply any such funds or property to any purpose in support of the governmental functions of the SDGFP in any of its lawful functions.

The South Dakota Parks and Wildlife Foundation supports the Department of Game, Fish and Parks through financial and administrative support, land acquisition, community and public relations, state Agency liaison, board administration, and fund-raising services.

What does that mean in real life? It means the executive assistant will help the Foundation to accomplish great things. Some noteworthy projects include the Custer State Park Visitor's Center and Bison Center, the Outdoor Campuses, creation of Good Earth State Park, expansion of Palisades State Park, as well as strategic land purchases and habitat projects.

Bring your experience. Bring your passion. Bring your ideas. This is your chance to be part of keeping South Dakota the best place in the nation to hunt, fish, camp and recreate outdoors.

The Ideal Candidate Will Have:

• strong work ethic;
• work independently with periodic communication with supervisor;
• strong customer service skills;
• manages and prioritizes multiple work items effectively;
• strong desire to make a difference;
• self-motivated;
• team oriented mindset;
• general business skills, especially basic accounting;
• strong communication skills;
• understands importance of confidentiality;
• strong organizational skills.

Knowledge of:

• Microsoft Office: WORD, Excel, Teams, etc.;
• Google Suite: Calendar, E-mail, Drive, Forms, Docs, etc.;
• QuickBooks Online, Bill.com, Donor Perfect, Constant Contact, Wix, and Squarespace (preferred, will train right candidate in these platforms);
• operations and administrative functions of nonprofit and/or government organizations;
• public and government agencies and programs;
• principles of operation and management of state parks and wildlife.

Skill to:

• perform bookkeeping for the SD Parks & Wildlife Foundation;
• communicate effectively with kindness and courtesy with general public; both orally and in writing;
• manage and assist the Executive Director with appointment calendar, identifying scheduling opportunities and conflicts;
• prepare newsletters, publications, and other reports for private donors, the public, elected officials, and/or businesses (e.g., hotels, restaurants, etc.).

Ability to perform the following tasks:

CLERICAL

• Types, proofs, and/or finalizes letters, emails, newsletters, publications, website language, vouchers, reports, and other official forms.
• Reviews work done by others to check for correct grammar, numbers, formatting, compliance and/or information; recommends or makes revisions.
• Drafts responses to routine inquiries.
• Drafts agreements and deeds, completes all needed Closing documentation and coordinates any payments or wire transfers related to the buying, selling, donation, and transferring of real property.
• Completes, scans, and sends original documents/copies to correct recipients.
• Ensures files and listings are complete, updated, and accurate.
• Enters data into database systems.

MEETINGS & LOGISTICS

• Manages the meeting schedule of Executive Director.
• Schedules meetings and meeting locations for board members and updates appointment calendars.
• Prepares meeting rooms and plans for refreshments and meals when necessary.
• Operates virtual meeting software.
• Prepares agendas and materials for meetings and social activities.
• Takes notes at meetings and prepares formal minutes to be shared with appropriate parties in a timely manner.
• Manage lodging and transportation for staff and board and committee members where appropriate.

BOOKKEEPING

• Assist in development, implementation, and management of annual budget for the Foundation.
• Oversees compliance of agricultural leases and payments and manages expenses related to land ownership.
• Receives and verifies accuracy of documents (e.g., invoices, deposits).
• Processes, maintains, and prepares personnel related documents and records (e.g., payroll, invoices, vouchers).
• Posts data into accounting system(s) and verifies and reports figures to accounting firm.
• Prepares deposits/vouchers for all monies collected; deposits money.
• Prepares and submits monthly reports.

PUBLIC/COMMUNITY RELATIONS

• Answer phone calls, gives information to callers, directs calls, and takes messages.
• Reviews files, records, and other documents to obtain information to respond to requests.
• Develop and maintain effective working relationships with a broad variety of people and organizations.
• Work effectively with a wide range of people to include board members, donors and Game, Fish and Parks staff.
• Assist in implementation of fund-raising initiatives to support the Foundation's mission.
• Assist the Executive Director in day-to-day functions and work collaboratively as a team.
• Assist with event planning and offsite activities such as and meetings, donor events, and social gatherings.
• Coordinates donor, board member, and constituent gifts.
• Performs problem solving activities: deals with minor crises and smaller problems as they arise.
• Maintains confidentiality with all materials and relationships.

OTHER

• Work collaboratively with Executive Director in day-to-day functions to ensure effective operation of the SD Parks & Wildlife Foundation.

This position is exempt from the Civil Service Act.

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

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 at https://bhr.sd.gov/job-seekers/work-for-state-government/ . This position is a member of Class A retirement under SDRS.

Must apply online: https://sodakprod-lm01.cloud.infor.com:1443/lmghr/xmlhttp/shorturl.do?key=QW0
You must apply online, emailed resumes or submissions will not be accepted.
South Dakota Bureau of Human Resources
Telephone: 605.773.3148 Email: careers@state.sd.us
http://bhr.sd.gov/workforus
"An Equal Opportunity Employer"


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