Division Director Executive Assistant - 3DAS023

State of Missouri; Jefferson City (MO); On-site; USD 36,000 - 54,000; Full time

Job summary

State of Missouri in Jefferson City is seeking an Administrative Support Specialist to assist the Division of Administrative Support at the Lewis & Clark State Office Building. This role handles scheduling, travel arrangements, and document processing in a confidential environment.

You will join a leadership-oriented team, potentially supervising one staff member in the future, and help create and update forms and intranet content while ensuring smooth onboarding and offboarding processes.

Qualifications

• Excellent oral and written communication skills.
• Strong customer service orientation.
• Attention to detail and accuracy.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Ability to work with minimal supervision and meet deadlines.
• Ability to maintain confidentiality in a discreet environment.

Responsibilities

• Provide administrative support to division team members, including scheduling meetings, travel arrangements, proofreading and finalizing correspondence, ensuring timely signing of grants and other documents.
• Mentor division staff as part of the leadership team and may supervise one team member in the future.
• Create and update division forms and ensure final versions posted on the intranet.
• Coordinate onboarding and offboarding of department operations team members and unclassified positions.
• Function as timekeeper for the Division of Administrative Support and Director's Office; review time reports and correct in the accounting system as needed.
• Manage office supplies and purchasing card per state guidelines.
• Process and submit department operations invoices for payment.
• Other duties as assigned.

Skills

Oral Communication

Written Communication

Customer Service

Attention to Detail

MS Office Suite

Excel

Word

Outlook

Self-Management

Discretion & Confidentiality

Education

High School Diploma or GED

Tools

MS Office Suite

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.

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]

Sally Namassy, Recruiter at [e-mail]