Administrative Assistant

Missouri Department of Conservation; Jefferson City (MO); On-site; USD 38,000 - 54,000; Full time

Job summary

Missouri Department of Conservation in Jefferson City is seeking a diligent Administrative Support Specialist to provide clerical support to an assigned department. You will enter and manage fixed asset data, process vehicle titles, assist with fleet orders, and support invoicing and reporting.

Ideal candidates have a high school diploma and at least three years of professional experience, with strong customer service, communication, and organizational skills.

Qualifications

• High school diploma or GED required.
• At least three years of progressively responsible professional experience.
• Excellent customer service and communication skills.

Responsibilities

• Enter, transfer and dispose items in the fixed asset inventory system.
• Maintain fleet-related recalls and associated work orders.
• Process vehicle, marine and trailer titles and registrations.
• Assist with fleet orders and emailing order information to shops.
• Support fleet invoicing, log sheets and expense reporting for fiscal compliance.
• Administer the vehicle fuel card program and serve as primary contact.
• Correspond with internal and external customers by phone, email and in person.
• Answer process questions and provide training when necessary.
• Develop brochures, fliers, presentations and other displays as needed.

Skills

Customer service

Communication

Time management

Organizational skills

Problem solving

Education

High school diploma or GED

Tools

Microsoft Office

Fixed asset inventory system

Job description

Select how often (in days) to receive an alert:

Closing Date: September 30, 2026

Interview Date: TBD

Our Culture: The Missouri Department of Conservation supports a culture of trusted professionals that is dedicated to our mission, responsible stewards, and believe in One MDC.

To learn more about the job, feel free to contact the hiring supervisor,Kelly Mauzyat [e-mail] at573 5224115x3352, during regular business hours.We would love to hear from you!

Summary/Objective

Provide clerical support to an assigned department.

• Responsible for ensuring required items are properly entered, transferred and disposed in the fixed asset inventory system.
• Maintain a record of all fleet related recalls utilizing the work order functionality in the fixed asset inventory system.
• Process applications for vehicles, marine and trailer titles including maintaining the title/license registration in the fixed asset inventory system.
• Assist with fleet related orders, updating and e-mailing order information to maintenance shops and employees receiving the equipment.
• Support Fleet Services with processing of invoices, log sheets, and expense reports ensuring fiscal compliance.
• Administer the vehicle fuel card program service as primary point of contact for fuel card users, including new cards and reissuing lost or damaged cards.
• Correspond and communicate with internal and external customers via phone, email and in-person discussions.
• Answer Departmental process questions for internal and external stakeholders, provide training when necessary.
• Develop brochures, fliers, presentation and other creative displays as needed.

Ancillary Job Duties

• Back-up and/or assist other administrative personnel, when needed.
• Troubleshoot office machines.
• Other duties, as assigned.

Education and Experience

• High school diploma or GED/HiSET required.
• At least three (3) years of progressively responsible professional experience.

Knowledge, Skills and Abilities

• Ability to use office equipment, such as copier, multi-line phone system, fax machine, scanner, 10 key machine and computer.
• Excellent customer service and communication skills.
• Time management and organizational skills.
• Holds self and team accountable for safety, conduct, performance, professional development, and public engagement.
• Models and upholds the Department’s Code of Conduct, ensuring professional and ethical behavior.
• Motivates, coaches, and develops team members to achieve organizational goals and maximize performance.
• Applies strategic thinking, planning, budgeting, and conservation business principles to decision-making.
• Demonstrates knowledge of Department policies, procedures, and supervisory responsibilities.
• Identifies opportunities for improvement, analyzes root causes, and implements effective solutions.
• Gives and receives constructive feedback while providing timely coaching and support.
• Sets clear SMART objectives, provides resources, and empowers teams to take ownership of results.
• Balances operational efficiency with effective staff management to deliver high-quality outcomes.
• Collaborates across diverse perspectives, communicates clearly, and fosters a culture of innovation, accountability, organizational values, and talent development.
• Demonstrates strategic vision by understanding the long-term direction of the Department and Branch, aligning priorities and values, and communicating a clear path toward achieving program goals.
• Work is performed in a standard office environment.

Physical Abilities

• Remain in a stationary position 70% or more of the time.
• Constantly operate a computer and other office productivity machinery.
• Frequently communicate and exchange accurate information.
• Clarity of vision at 20 inches or less.
• Regularly lift up to 5 pounds, correctly lift up to 10 pounds.
• Concentrated attention is required at all times.
• Regular attendance is a necessary and essential function.

Disclaimer

This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and other management as required. The Missouri Department of Conservation reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment. Management reserves the right to change job descriptions, job duties, functions, and requirements.

Exemption Status/Special Notes

This position has been determined to be Nonexemptaccording to the Fair Labor Standards Act. Employees must agree to accept compensatory time in lieu of cash payments in accordance with the Department's Compensatory Time Off and Overtime Policy.

Salaried and hourly employees are expected to use a mobile device-cellular phone for Department business, as needed.

MDC promotes a Tobacco-Free (smoke and smokeless) working environment.

The Department of Conservation will only hire United States citizens and aliens authorized to work in the United States. All new employees will be required to complete an "Employment Eligibility Verification" (Form I-9) and produce requested documentation after employment.

Candidates seeking initial employment or re-employment must submit to a drug screen following offer of employment.

All persons employed with the state of Missouri shall file all state income tax forms and pay all state income taxes owed.