Lead Administrative Support Assistant

State-of-Missour; Jefferson City (MO); On-site; USD 52,000 - 68,000; Full time

Job summary

State of Missouri's Family Support Division in Jefferson City seeks a Lead Administrative Support Assistant in the Director’s Office to provide executive-level administrative support aiding divisional leadership with fiscal and operational priorities.

You will manage calendars, coordinate meetings and trainings, handle inquiries, assist with contracts and invoicing, and act as a deputy to the Director’s Assistant, ensuring timely, accurate reporting and office coverage.

Qualifications

• One or more years of clerical support experience as an Administrative Support Assistant.
• Possession of a high school diploma or GED certificate.
• Training from a vocational or business school may substitute for experience.

Responsibilities

• Assist with incoming calls, visitors, and correspondence as a core team member.
• Support fiscal unit by reviewing contracts, processing invoices, and monitoring funds.
• Prepare legislative binders and review fiscal notes during sessions.
• Manage calendars, coordinate meetings and events for executive staff.
• Serve as deputy to aid, advise, and act on behalf of the Director’s Assistant.

Skills

Administrative support

Clerical experience

Office coordination

P-Card procurement

Education

High school diploma

GED certificate

Tools

P-Card system

IT equipment tracking

Job description

The Family Support Division (FSD) is seeking a highly organized and detail-oriented individual to serve as a Lead Administrative Support Assistant with its Director’s Office in Jefferson City. This executive-level administrative professional position will use specialized support service functions to assist divisional leadership with priority activities, primarily those directly involving the FSD Fiscal Unit and the FSD Director.

• Assisting with incoming phone calls, office visitors, correspondence (fax, post, email, service of process), and requisite office coverage as a core member of the FSD Director's Office team;
• Directly addressing problems for clients, vendors, the public, and entry-to-executive-level staff, ensuring that all matters are either resolved or reach the appropriate parties;
• Aiding the FSD Fiscal Unit in reviewing contracts, invoice processing, and monitoring the funds for and usage of statewide services such as postage and telecommunications;
• Works in partnership with FSD Fiscal Unit to track and prepare Legislative binders and review fiscal notes along with other tasks needed during session;
• Representing FSD as the lead or secondary point-of-contact over miscellaneous domains, projects, and groups, including serving as the Division’s Purchasing Card holder, grant-funded employee timekeeper, and other special assignments;
• Procurement, distribution, and invoicing of items that require purchase via P-Card transactions, such as ADA Accommodation items, PLDA Awards, and other divisional requests;
• Accountable for the tracking of Central Office ITSD equipment (iTrack) and ordering of ITSD supplies as needed;
• Processing invoices associated with the above and other orders, renewing yearly accounts, and auditing inventories for the FSD central office and beyond;
• Learning and staying apprised of ongoing matters related to the FSD Director, functioning in a deputy capacity to aid, advise, and act on behalf and in lieu of the Director’s Assistant;
• Managing calendars, tracking dates, coordinating office resources, and likewise guiding agency programs and leaders to successfully carry out daily tasks, meetings, and big picture initiatives;
• Helping executive team members with the scheduling, resource creation and coordination for meetings, videoconferences, trainings, and other events;
• Researching, resolving, and following up on outstanding issues, and compiling pertinent information into easily-digestible reports, spreadsheets, and databases;
• Pursuing a comprehensive knowledge and ability to serve as a resource regarding matters relevant to the position;
• Developing the awareness of divisional operations, policies, and procedures necessary to be independently mindful of FSD’s general and program-specific interests and priorities.
• Learning and staying apprised of Director’s Office and Central Office administrative processes that would need to be attended to in the event of an absence or change in workload;
• Other duties as assigned.

One or more years of clerical support experience as an Administrative Support Assistant with the Missouri Uniform Classification and Pay System; and possession of a high school diploma or GED certificate. OR

Four or more years of office or related clerical experience including one year at the advanced clerical level (comparable to Administrative Support Assistant) or two years above the entry level (comparable to Office Support Assistant); and possession of a high school diploma or GED certificate.

(Training from an accredited vocational or business school in Office Management, Secretarial Science, or a closely related area may substitute on a year-for-year basis for the required experience at a rate of 30 earned credit hours, or 480 clock hours, for one year.)

(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.)

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

Individual(s) selected for this position may receive a higher rate based on a pay differential (e.g. shift, or time-of-service pay).

Recruitment Area: Accepting applications from all qualified applicants.

The State of Missouri is an equal opportunity employer.

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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