Division Director Executive Assistant - 3DAS023

State-of-Missour; Jefferson City (MO); On-site; USD 35,000 - 52,000; Full time

Job summary

Missouri Department of Natural Resources in Jefferson City, MO, seeks an experienced administrative support professional to provide comprehensive division support and contribute to leadership activities. The role includes scheduling, travel arrangements, proofreading and processing documents requiring signature authority.

The position collaborates with division staff, may supervise one team member, manages forms, onboarding/offboarding, timekeeping, and purchasing.

Qualifications

• Four+ years of office or clerical experience, including at least one year in a lead role.
• High school diploma, GED, or equivalent.
• Strong communication and attention to detail.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Ability to maintain confidentiality.
• Adaptable and able to work with minimal supervision.

Responsibilities

• Provide administrative support: scheduling meetings, travel, proofreading and finalizing correspondence, ensuring timely signing of grants and other documents requiring signature authority as delegated by the department director.
• Serve as a member of the division leadership team; may supervise one team member.
• Create and update division forms; post versions on intranet.
• Coordinate onboarding/offboarding of department operations staff; scheduling interviews and hires.
• Function as timekeeper for the Division of Administrative Support and Director's Office; review time reports and enter corrections in the statewide accounting system.
• Manage office supplies and purchasing card per state guidelines.
• Process and submit department operations invoices for payment.
• Other duties as assigned.

Skills

Oral and Written Communication

Customer Service

Attention to Detail

Computer Skills

Self-Management

Confidentiality

Education

High school diploma or GED

Tools

Microsoft Office

Excel

Word

Outlook

Job description

We respect and embrace the experiences, knowledge and contributions of our team members. We strive for a culture of belonging and balance by upholding our values: Stewardship, Integrity, Collaboration, Respect and Innovation. We are passionate about Missouri, our role to preserve, protect and enhance our environment and we are committed to serving its citizens. We believe our mission and vision serves a greater purpose and will be felt for generations to come.

Please note: The salary range 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.

This position will be in the Division of Administrative Support at the Lewis & Clark State Office Building, 1101 Riverside Drive, Jefferson City, Missouri.

• Provide administrative support to division team members, including scheduling meetings, making travel arrangements, proof-reading and finalizing correspondence, ensuring timely signing of grants and other documents requiring signature authority as delegated by the department director.
• Serve as a member of the division leadership team, mentoring others within and outside the division.Note: this position may supervise one team member in the future.
• Create and update division forms, ensuring final versions are posted on the intranet.
• Coordinate the onboarding and offboarding of department operations team members and unclassified positions, including scheduling interviews, requests to fill, requests to hire, position changes, and offboarding activities.
• Function as the timekeeper for the Division of Administrative Support and Director's Office. Review reports to ensure time was entered correctly and enter corrections into the statewide accounting system when necessary.
• Manage supplies for the office – making sure adequate supplies are available and ordering additional items as approved.
• Manage multipurpose purchasing card in accordance with state guidelines and policies.
• Process and submit department operations invoices for payment.
• Other duties as assigned.

To be successful in this position, a candidate will need the following skills:

• Oral and Written Communication: Expresses information (for example, ideas or facts) to individuals or groups effectively, consider the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral and written presentations; listens to others, attends to nonverbal cues, and responds appropriately.
• Customer Service: Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement.
• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work. Proficiency with the Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Self-Management: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.
• Ability to operate in a discreet environment and maintain a certain level of confidentiality.

Equivalent to those typically gained by:

• Four or more years of office or related clerical experience including one year at an advanced level position.
• Possession of a high school diploma, GED certificate, or equivalent.

(Additional education or experience may substitute for the required education or experience)

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

Benefits & Work-life Balance

Our benefits package and flexible 40-hour work week promotes the mental and physical health of you and your family as you work towards achieving your professional goals. Benefits include paid vacation and sick leave, paid life insurance, medical, dental, vision and prescription insurance. Learn more here.

How we invest in you:

• Exceptional professional development: mentoring from experienced professionals, cross-media training, career advancement opportunities, paid trainings and continuing education tuition assistance.
• Support for professional registrations when required, through paid study materials, fees, study time, test time, exam fees and licensure renewal fees.

Darcy Bybee, Division Director at 573-751-1117 or [e-mail]

Or

Sally Namassy, Recruiter at [e-mail]