Executive Assistant

Overview

Job Location: 205 Jefferson St., Jefferson City, MO. All internal promotional applicants are encouraged to apply as there may be alternate office space available. Individual(s) selected for this position may receive a higher rate based on a pay differential (e.g., shift, or time-of-service pay). The Department of Social Services partners with families and communities to protect children, rehabilitate youth and move families to self-sufficiency so that Missourians can lead safe, healthy and productive lives.

This unclassified position, located in the Director’s Office of the MO Children’s Division, provides administrative support to the Division Director and Deputy Directors. This is senior-level specialized support, technical and administrative work involving a high degree of independent judgment and action in the Central Office of the Children’s Division. Work involves responsibility for making independent decisions based upon knowledge of agency operations, policies, and procedures.

• Serves as an office manager directing a variety of support functions or services; plans, assigns, directs, and coordinates the activities of a large office staff directly or through subordinate supervisors
• Arrange meetings between the director and constituents served, including legislators, provider and advocacy associations, division and department staff, and federal officials.
• Recognize priorities of the Director, Deputy Directors, and staff, screen incoming calls, e-mails, and inquiries forwarding to the appropriate unit and/or person for response.
• Prepare correspondence, reports and review all correspondence prepared for the Director’s signature, ensuring proper tone and format.
• Oversees and ensures the accurate and timely preparation, review, posting, and processing of a variety of fiscal, payroll, personnel, purchasing, and/or related documents
• Make travel arrangements, both in-state and out-state. When travel is covered by a third party, coordinate details with that entity. Complete appropriate reimbursement requests for expenses.
• Liaison with state and federal legislators for constituent issues; assign to staff and track for completion.
• Coordinate division executive team meetings and projects. Schedule statewide leadership meetings. Secure meeting location, overnight accommodations, prepare agendas and handouts, attend and take minutes.
• Assist Division Director and members of Executive Team as requested and needed.
• Respond to inquiries from state officials, customers, vendors, and the public regarding agency matters.
• Research assigned issues, compile pertinent information, prepare and maintain complex reports.
• Distribute, track and file surveys, information memorandums and other correspondence.
• Work as a team with the Directors Office support staff ensuring coverage at all times.
• Other duties as assigned.

• Five years of related administrative experience, with at least three years of advanced administrative duties.
• Ability to work in a high-paced work environment, with changing deadlines and priorities.
• Ability to work independently, with minimal direction and supervision, exercising sound judgment and maintaining a high level of discretion in dealing with sensitive/confidential information.
• Ability to work with a high degree of accuracy and dependability.
• Extensive experience with Microsoft Office software -- Outlook, Word, Excel, Power Point
• Ability to effectively communicate in person and in writing with a diverse group of customers
• Thorough knowledge of grammar, composition, spelling, office practices, procedures, systems, and equipment.
• Ability to supervise, instruct, and train subordinates.
• Ability to multi-task and work for several people. Must be well organized.
• Familiarity with state government structure – executive branch (departments), legislative branch (process), etc.

The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator.

This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here.

CD-HR.gov