Executive Administrative Assistant - Office & Administrative Specialist Senior

State of Minnesota; Saint Paul (MN); Hybrid; USD 47,000 - 64,000; Full time

Job summary

State of Minnesota seeks an Executive Administrative Assistant to support the Financial Operations Division (FOD) with high-level, confidential administrative work. You will coordinate calendars, communications, and projects for senior division leadership in a fast-paced environment.

The role requires strong customer service, communication, and organizational skills. Telework is eligible for Minnesota residents or nearby states with supervisor approval; standard hours are 8:00am–4:30pm,

Qualifications

• Customer service skills sufficient to support and coordinate groups
• Communication skills sufficient to convey complex information clearly
• Typing/keyboard skills to create documents, spreadsheets, tables, charts, and presentations
• Database, documents, and records management to maintain calendars and records

Responsibilities

• Provide general operational support to ensure efficiency, coordination, inclusion, and engagement.
• Provide executive support and manage daily operations, communications, transactions, and schedule for division leadership.
• Assist division managers with HR functions including position management, interviews, and onboarding.

Skills

Customer service

Communication

Typing

Records management

Job description

Working Title: Executive Administrative Assistant

Job Class: Office and Administrative Specialist, Senior

Agency: Human Services Dept

• Job ID : 97353

• Location : St. Paul

• Telework Eligible : Yes

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 09/30/2026

• Closing Date : 10/06/2026

• Hiring Agency/Seniority Unit : Human Services Dept / DHS Central Office AFSCME

• Division/Unit : DHS-Central Office / FOD Division Operations

• Work Shift/Work Hours : Day Shift, 8:00am - 4:30pm

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $22.62 - $30.62 / hourly; $47,230 - $63,934 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : B

• FLSA Status : Nonexempt

• Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : Yes

The Department of Human Services is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DHS does not participate in E-Verify.

The work you'll do is more than just a job.

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

This position is eligible for telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) for applicants who reside in Minnesota or in a bordering state, with supervisory approval and satisfactory performance. If you live in a state bordering Minnesota, you must live within 50 miles or less from the primary work location to be eligible for telework.

As an Executive Administrative Assistant, the incumbent willl support the Financial Operations Division’s (FOD) operational needs to ensure efficiency and coordination. Under limited supervision, this position will provide accurate, high level, confidential administrative and management support to the Financial Operations Division Director, Financial Operations Deputy Division Director, Accounting Operations Manager, Budget Operations Manager, and Program Operations Manager and as needed support to other division staff. The position will assist in coordinating assignments and projects, develop and maintain a calendar and work plan of the division’s major activities, advance employee engagement efforts, facilitate division procurement processes, support in person and virtual events and meetings, and own content and regular communications.

Responsibilities include but may not be limited to:

• Provide general operational support to the division to ensure operational efficiency, coordination, inclusion, and engagement.

• Provide professional executive support and manage the daily operations, communications, transactions, and schedule of the Financial Operations Division Director and other division leadership.

• Assist division managers and supervisors with Human Resource functions including position management, candidate interview and hiring processes, and new employee setup as requested.

Minimum Qualifications

_To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month, day and year for each job held._

• Customer service skills sufficient to support and coordinate large, diverse groups of customers, multi-task, organize, prioritize work, and adapt quickly to changing needs, priorities, requirements, and deadlines.

• Communication skills sufficient to provide complex information effectively and in plain language.

• Typing/keyboarding skills sufficient to create word documents, spreadsheets, tables, charts, graphs, and presentations.

• Database, Documents, and Records Management skills sufficient to maintain and update electronic calendar management and electronic record keeping.

Preferred Qualifications

• Human relation skills sufficient to cultivate a large network of subject matter experts and to develop and maintain positive internal and external working relationships.

• Development and maintenance of administrative and programmatic procedures.

• SharePoint experience.

• Experience supporting management teams and divisions or teams of 50+.

• General knowledge of DHS and its mission, programs, policies, statutes, rules and regulations; role of counties, county human services agencies, and tribal governments; local & state government organizations; and the state budget process.

• Variety of experiences working effectively with others from different backgrounds and cultures.

Additional Requirements

REFERENCE/BACKGROUND CHECKS – DHS will conduct reference checks to verify job-related credentials and a criminal background check prior to appointment.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email [e-mail] . Please indicate what assistance is needed.