Administrative Support Assistant

State-of-Missour; Saint Charles (MO); On-site; USD 32,000 - 46,000; Full time

Benefits offered by this job

Health insurance

Annual & sick leave

13 paid holidays

Retirement plan

Training & development

Job summary

Missouri Department of Elementary and Secondary Education is seeking an administrative/office support role at the district level in Saint Charles. The position serves as the first point of contact, handling client documentation, vendor payments, and service coordination for vocational rehabilitation.

Base salary applies, with potential adjustments for years of service. Typical duties include greeting visitors, managing calls, supporting office staff, maintaining case records, and liaising with

Qualifications

• Ability to communicate effectively and professionally.
• Ability to work effectively as a member of a team.
• Knowledge of office practices, procedures, equipment, and computer software.
• Ability to understand and follow written and verbal instructions.
• Ability to maintain and organize electronic case files.
• Ability to perform accurate mathematical calculations.
• Strong organizational skills with attention to detail and accuracy.
• Willingness and ability to meet job-related travel and training requirements.

Responsibilities

• Greet visitors, answer phone calls, provide general information, take and relay messages, and schedule appointments.
• Provide administrative support to the office and counselors.
• Maintain, scan and update client case records in the case management system.
• Request, track, and document receipt of medical, educational, and vocational records used to determine eligibility and service needs.
• Contact clients and vendors, as needed, and coordinate follow-up with counselors.
• Assist counselors in coordinating follow-up services.
• Maintain and share information on community resources (i.e., financial aid, housing, transportation, and employment services).
• Review, process, and reconcile vendor invoices; verify accuracy of services, dates, and calculations.
• Communicate with vendors and staff to resolve billing discrepancies and ensure timely payment.
• Perform other related duties as assigned.

Skills

Communication

Teamwork

Office software

Instruction following

Electronic case files

Mathematical calculations

Organizational skills

Travel & training willingness

Job description

Location: 3737 Harry S. Truman Blvd., Suite 400, St. Charles, MO 63301

Why you’ll love this position: You will experience a culture of support, encouragement, and care for one another and our clients. The work we do is life-changing for Missouri citizens with disabilities, as we collaborate with them on their journey toward employment. Our clients find the sense of purpose and independence we all seek in life. Join our team to find fulfillment in helping others achieve their employment goals!

Job Summary: This role is the first point of contact for the public and provides customer service and administrative support to the district office staff and clients. This includes client case documentation, vendor payments, and coordination of services to support the delivery of vocational rehabilitation services to individuals with disabilities.

Please note: The salary listed in this job description is a base salary. Applicants eligible for years-of-service adjustments or shift differentials may exceed salary range listed above.

Essential Job Duties:

• Greet visitors, answer phone calls, provide general information, take and relay messages, and schedule appointments.
• Provide administrative support to the office and counselors.
• Maintain, scan and update client case records in the case management system.
• Request, track, and document receipt of medical, educational, and vocational records used to determine eligibility and service needs.
• Contact clients and vendors, as needed, and coordinate follow-up with counselors
• Assist counselors in coordinating follow-up services
• Maintain and share information on community resources (i.e., financial aid, housing, transportation, and employment services)
• Review, process, and reconcile vendor invoices; verify accuracy of services, dates, and calculations
• Communicate with vendors and staff to resolve billing discrepancies and ensure timely payment
• Perform other related duties as assigned

• High school diploma or GED required
• One year of experience or training in customer service and general business or office practices preferred

Preferred Knowledge, Skills, and Abilities

• Ability to communicate effectively and professionally
• Ability to work effectively as a member of a team
• Knowledge of office practices, procedures, equipment, and computer software
• Ability to understand and follow written and verbal instructions
• Ability to maintain and organize electronic case files
• Ability to perform accurate mathematical calculations
• Strong organizational skills with attention to detail and accuracy
• Willingness and ability to meet job-related travel and training requirements

Other qualifications and experience that, in the opinion of the Assistant Commissioner of Education, meet the requirements of the position may be accepted in lieu of the above.

Lack of post-secondary education will not be used as the sole basis denying consideration to any applicant.

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.

• Health insurance 1stof the month following start date
• Generous amounts of annual and sick leave each month
• 13 paid holidays
• Retirement and deferred savings programs
• Ongoing opportunities for training and professional development

If you have questions about this position, please contact: Human Resources at 573-751-3251 or by email:[e-mail]

To our applicants with disabilities: For assistance with any phase of the application process, please contact Human Resources at 573-751-3251. Reasonable attempts will be made to accommodate requested needs. TTY/TDD users: Relay Missouri Service: 573-751-0881.

Notice to Applicants: Missouri Department of Elementary and Secondary Education is unable to sponsor applicants for work visas through INS.

This description may not include all the duties, knowledge, skills or abilities associated with this classification.