Administrative Support Professional / Office Manager

State-of-Missour; Jefferson City (MO); On-site; USD 32,000 - 42,000; Full time

Job summary

The Children’s Trust Fund (CTF) is seeking an Administrative Support Professional to join our team focused on preventing child abuse and neglect throughout Missouri. This role provides diverse administrative and financial support with strong attention to detail and independent judgement.

Key responsibilities include supporting the Executive Director and Director of Financial Services, managing calendars and approvals, processing donations, and handling procurement and expense documentation in

Qualifications

• Experience in SAMII and MissouriBuys/MOVERS preferred.
• Critical thinking and independent judgement with ability to manage multiple tasks.
• Excellent verbal and written communication and interpersonal skills.
• Knowledgeable in state policies and procedures and Microsoft Office applications (Outlook, Excel, Access, Word, PowerPoint).
• Experience in creating and understanding spreadsheets and using virtual meeting software.

Responsibilities

• Provide day-to-day administrative support to Executive Director and Director of Financial Services, and other staff as necessary.
• Coordinate and manage calendars, meetings, appointments, and travel arrangements.
• Monitor and respond to incoming communications, route inquiries to appropriate staff, and provide timely follow-up.
• Process incoming donations and manage deposits of revenue received.
• Coordinate office supply inventory, equipment needs, mail distribution, and general office logistics.
• Assist with onboarding activities and administrative coordination for new employees.
• Assist with purchasing, procurement, invoice processing, payment requests and expense documentation in accordance with state policies and procedures.
• Assist with travel reimbursements, expense reports, and other financial administrative processes.
• Serve as a professional and responsive point of contact for internal and external inquiries.
• Communicate effectively with agency staff, state partners, vendors, contractors, and members of the public.
• Maintain positive working relationships and demonstrate professionalism, discretion, and sound judgement in all interactions.
• Perform other related duties and special projects as assigned.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, meeting materials, and other official documents.
• Maintain electronic filing systems, records, and documentation in accordance with agency and state requirements.
• Review documents for accuracy and completeness and resolve routine discrepancies.
• Adapt to changing priorities and assist with emerging administrative needs.

Skills

Dependable

Multitasking

Verbal and written communication

Microsoft Office

Education

Bachelor's degree

Tools

SAMII

MissouriBuys/MOVERS

Webex

Zoom

Doodle Polls

Survey Monkey

Job description

The Children’s Trust Fund (CTF) is seeking a highly skilled and detail-oriented, and dependable Administrative Support Professional to join our small but dedicated team focused on preventing child abuse and neglect throughout Missouri. This role is responsible for providing a variety of administrative and financial functions requiring organization, strong attention to detail, independent judgement, and the ability to manage multiple priorities. Strong fiscal experience is highly desirable.

This position is a perfect fit for someone who desires the opportunity to make a meaningful contribution while being part of a collaborative, mission-driven team. It provides variety, opportunities to develop new skills, and the chance to take initiative, solve problems, and help keep important programs and operations running smoothly. This position is for someone who enjoys staying organized, supporting others, and knowing their work makes a difference in the lives of children and families across Missouri. We take our mission, preventing child abuse and neglect, very seriously, and an individual who joins our team gets to contribute to that mission. We offer a supportive and flexible work environment where employees are encouraged to take initiative, expand their skills, and grow professionally.

The salary indicated represents a base pay rate. If the individual selected or the position is eligible for a pay differential (e.g., shift, security, or years of service), it will be added to the total compensation in your paycheck. A pay differential does not raise your base pay.

Key Responsibilities

• Provide day-to-day administrative support to Executive Director and Director of Financial Services, as well as other staff as necessary.
• Coordinate and manage calendars, meetings, appointments, and travel arrangements.
• Monitor and respond to incoming communications, route inquiries to appropriate staff, and provide timely follow-up.
• Process incoming donations and manage deposits of revenue received.
• Coordinate office supply inventory, equipment needs, mail distribution, and general office logistics.
• Assist with onboarding activities and administrative coordination for new employees.
• Assist with purchasing, procurement, invoice processing, payment requests and expense documentation in accordance with state policies and procedures.
• Assist with travel reimbursements, expense reports, and other financial administrative processes.
• Serve as a professional and responsive point of contact for internal and external inquiries.
• Communicate effectively with agency staff, state partners, vendors, contractors, and members of the public.
• Maintain positive working relationships and demonstrate professionalism, discretion, and sound judgement in all interactions.
• Perform other related duties and special projects as assigned.

Additional Responsibilities

• Prepare, format, proofread, and distribute correspondence, reports, presentations, meeting materials, and other official documents.
• Maintain electronic filing systems, records, and documentation in accordance with agency and state requirements.
• Review documents for accuracy and completeness and resolve routine discrepancies.
• Adapt to changing priorities and assist with emerging administrative needs.

Minimum Qualifications:

• Experience in SAMII and MissouriBuys/MOVERS preferred
• Highly dependable
• Critical thinking and independent judgement skills, including an ability to manage multiple tasks
• Excellent verbal and written communication and interpersonal skills
• Knowledgeable in state policies and procedures
• Ability to meet deadlines and prioritize tasks
• Knowledgeable in all Microsoft computer software ie Outlook, Excel, Access, Word, Powerpoint
• Experience in creating and understanding spreadsheets
• Skilled in virtual meeting software (Webex, Zoom)
• Knowledgeable with Doodle Polls, Survey Monkey, and online computer software
• General computer technology and comfortable with basic computer troubleshooting (connecting computer with projectors, speakers, monitors, etc)
• Ability to lift approximately 20-40lbs, as well as bending, and standing

Preferred Qualifications:

• 2-4 years of relevant experience or a bachelor's degree and at least 2 years in a professional office work environment (receptionist, administrative). Substitutions may be allowed.

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

Successful background check results are required for employment in this position. This may include background checks involving a candidate's name and/or fingerprints and other screenings as needed for the specific position.

Authorization to work in the United States is a prerequisite of employment. The Office of Administration will not sponsor applicants for work visas.

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.

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