Administrative Support Assistant (Staffing Coordinator)

State of Missouri; St. Louis (MO); On-site; USD 29,000 - 37,000; Full time

Job summary

State of Missouri is seeking an experienced administrative scheduler for the night shift (7:00pm–7:00am) reporting to the Assistant CNE. The role involves independent handling of clerical processes, payroll records, and complex report preparation while mentoring clerical staff and ensuring workflow efficiency.

Responsibilities include scheduling, budget and inventory documentation, and interaction with multiple departments. Strong confidentiality and computer skills are essential for success.

Qualifications

• Experience handling clerical and payroll records.
• Ability to work independently with minimal supervision.
• Strong organizational skills and attention to detail.

Responsibilities

• Schedule employees and coordinate workflow.
• Supervise and train clerical staff.
• Prepare payroll and time/leave records.
• Process quotes and purchase orders for supplies.
• Maintain filing systems and prepare records for archiving.
• Manage calendars and travel arrangements; organize meetings.

Skills

Time management

Communication

Interpersonal skills

Confidentiality

Tools

Microsoft Word

Microsoft Excel

Scheduling software

Job description

Job Description

Primary duty is scheduling of employees. Position reports to the Assistant CNE, and works directly with the designated House Supervisor on duty. Maintains, with relative independence, a significant phase or segment of a clerical process or office activity and makes frequent decisions in accordance with agency policies, rules, or procedures. Types and edits a variety of material, which may contain technical or specialized terminology. Supervises and trains staff performing clerical and other support tasks; plans work assignments; organizes and coordinates workflow; establishes priorities and deadlines; and reviews work for accuracy, timeliness, and conformance with procedures and processes. Mentors and advises staff on work issues; and approves and monitors leave requests. Maintains fiscal records requiring limited knowledge of governmental accounting methods in accordance with established procedures; codes and records transactions to prescribed accounts. Prepares and/or oversees the processing of personnel and/or payroll records and/or time and leave records. Oversees and/or participates in the preparation of standardized reports and complex ad hoc reports. Obtains quotes and bids for commodities, equipment, and services; initiates or oversees, within defined limits, the preparation and/or processing of supply requisitions and purchase orders. Reviews documents for accuracy, completeness, and compliance with established policies and procedures. Composes correspondence including some interpretation and application of established policies and procedures; attends meetings and takes notes; and transcribes written and verbal communication. Establishes and maintains complex filing systems; prepares and/or oversees the preparation of records for storage and/or archiving; and maintains correspondence and report files. Prepares and/or oversees the processing of supply requisitions, expense accounts, and/or other program or agency documents; maintains cost and/or inventory records. Maintains calendars and schedules; coordinates meeting logistics; and arranges travel and accommodations. Performs, reviews, and verifies complex computations involving the application of rules and regulations. Enters, updates, and/or retrieves information; develops spreadsheets and databases. Carries out assigned responsibilities with considerable independence and makes decisions concerning work procedures and processes; however, an administrative supervisor reviews significant departures from established policies or procedures. Performs other related work as assigned.

Shift: 7:00pm – 7:00am

Days Off: Rotating Weekends/Holidays

Skills Needed

Ability to overcome complex and stressful situations by planning and utilizing efficient time management skills to meet deadlines. Proficient knowledge of computer software (word / excel / care ware or other scheduling programs). Good problem solving and organizational skills. Excellent communication and interpersonal skills. Reliable with respect to confidentiality.