Administrative Support Assistant (Staffing Coordinator)

State of Missouri; St. Louis (MO); On-site; USD 42,000 - 70,000; Full time

Job summary

State of Missouri is seeking an experienced administrative professional to coordinate employee scheduling and support operations for a 7:00pm–7:00am shift. The role reports to an Assistant CNE and works with the House Supervisor on duty.

Responsibilities include supervising clerical staff, maintaining records, preparing standardized reports, handling payroll data, and coordinating travel, meetings, and cost controls. Independent judgment is used within agency policies.

Qualifications

• Ability to plan and manage time effectively to meet deadlines.
• Proficient use of Word, Excel and scheduling programs.
• Strong problem solving and organizational skills.
• Excellent communication and interpersonal abilities.
• Reliable with respect to confidentiality.

Responsibilities

• Schedule employees and manage shift planning.
• Supervise and train clerical staff; plan work assignments and workflow.
• Prepare and review personnel/payroll records and time/leave data.
• Process supply requisitions, procurement documents, and related records.
• Maintain complex filing systems and calendars; arrange travel and meetings.
• Ensure compliance with policies and procedures; prepare notes and correspondence.

Skills

Time management

Scheduling software

Communication skills

Confidentiality

Office admin

Tools

Word

Excel

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

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.

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.