Division Secretary - Plant Industries Division

State-of-Missour; Jefferson City (MO); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

3 weeks paid vacation

3 weeks paid sick leave

13 paid holidays

Health insurance (medical, dental, and

Vision coverage

Employer 401(k) match

Job summary

The Division Secretary at the Missouri Department of Agriculture’s Plant Industries Division provides professional administrative support to internal and external stakeholders. The role reports directly to the Division Director and requires in-office work five days a week, 8:00 a.m.

to 5:00 p.m. The position handles division fiscal processes, fleet management, records maintenance, and reporting; assists with IT help desk tasks and confidential information handling, ensuring smooth operations

Qualifications

• High School Diploma or GED required.
• Four or more years of progressive clerical/administrative experience.
• Valid Missouri Driver’s License.
• Proficient with Outlook, Word and Excel.

Responsibilities

• Coordinate and direct division fiscal processes including reviewing expenditure requests for accuracy and policy compliance; code and enter expenditures; assist with grants funding code changes.
• Maintain division vehicle fleet information; schedule maintenance; assist with replacements.
• Maintain accurate records of invoices, payments and other financial documents.
• Prepare revenue and expenditure reports for the Division Director.
• Disseminate mail, emails, and other correspondence; communicate professionally with staff and the public.

Skills

Time management

Multitasking

Attention to detail

Communication skills

Customer service orientation

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Job Location: Jefferson City, MO

Why you’ll love this position

The Plant Industries Division is one of five divisions within the Missouri Department of Agriculture charged with ensuring professional administration of regulatory and service programs that protect agricultural resources, ensure product quality, and strengthen consumer and trade confidence. The division prevents the spread of harmful insects and plant diseases, registers pesticides, licenses pesticide applicators, assures label accuracy and quality of commercial feeds and seeds, and conducts inspections of commercial produce farms.

We are currently seeking a highly qualified Division Secretary to provide professional administrative support to both internal and external stakeholders. Position will report directly to Division Director and will be required to work in the office five days a week from 8:00 a.m. to 5:00 p.m.

The salary indicated represents the current regular pay rate for this position. If the individual selected is eligible for a pay differential (e.g., Years of Service), it will be added to total compensation on their paycheck. A pay differential does not raise base pay.

• Coordinate and direct division fiscal processes including but not limited to reviewing program expenditure requests for accuracy, reviewing Out of State Travel requests for accuracy and compliance with policy, coding and entering expenditures, coordinates funding code changes related to grants as needed, and processing employee expense reports.
• Support management of the division’s vehicle fleet maintaining vehicle fleet and driver information, scheduling vehicle maintenance, and assisting with vehicle replacement purchases.
• Maintain accurate and organized records of invoices, payments, and other financial documents.
• Prepare revenue and expenditure reports as needed by Division Director.
• Disseminate mail, letters, memos, emails, and other correspondence, as instructed.
• Handle incoming calls and emails to the division and communicate with the division employees and the public in a professional and responsive manner.
• Maintain secure filing systems; maintain confidentiality and handle sensitive information with discretion.
• Oversee division compliance with the records retention schedule.
• Serve as the division’s ITSD Help Desk Coordinator for ordering new equipment and submitting division tickets.
• Performs other related work as assigned.

Minimum Qualifications

• High School Diploma or GED Equivalent
• Must possess a valid Missouri Driver’s License
• Four (4) or more years of progressive experience in clerical or administrative support

(Earned credit hours from an accredited college or university may substitute on a year-for-year basis for the required experience at a rate of 30 earned credit hours for one year.)

Other Qualifications

• Intermediate knowledge of Microsoft office products such as Outlook, Word and Excel
• Excellent time management skills with a proven ability to meet deadlines
• Ability to multitask and prioritize tasks effectively
• Excellent attention to detail and accuracy in handling tasks and documents
• High level of professionalism, integrity, and discretion in handling sensitive information
• Demonstrate strong interpersonal and communication skills and a customer service-oriented attitude with both colleagues and the general public
• Strong problem-solving and critical thinking skills with the ability to work independently

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

Benefits

• 3 weeks paid vacation AND 3 weeks paid sick leave
• 13 paid holidays per year
• Insurance: health (medical, dental, vision) and free life insurance
• Retirement: including an employer match on savings plan
• Up to 6 weeks paid parental leave for birth or adoption
• And several additional resources including the SELF program (formerly EAP), discount websites, and healthy living incentives!

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.

Notice to Applicants

The Missouri Department Agriculture is unable to sponsor applicants in their application for work visas through INS. If you have questions, please contact Human Resources.

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