Lead Administrative Support Assistant (4900004)

State of Missouri; Jefferson City (MO); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Defined pension plan

Generous leave and holidays

Health insurance eligibility

Job summary

The State of Missouri's Missouri State Public Health Laboratory in Jefferson City is seeking a Lead Administrative Support Assistant to support the laboratory director and executive management team. You will handle clerical duties, calendar management, onboarding for new hires, and badge access while ensuring compliance with department policies.

This role requires strong organizational skills and familiarity with hiring workflows (HireTrue) and HR ticketing processes.

Qualifications

• 3-5 years of relevant experience.
• Experience coordinating hiring processes and HR workflows.
• Strong organizational and communication skills.

Responsibilities

• Maintain SPHL Administrative Manual and update division policies.
• Guide hiring managers through the hiring process using HireTrue and HR ticketing.
• Coordinate requests for changes in job duties or organization structure or salary.
• Track badge access for staff and contractors, add/remove access as needed.
• Coordinate Project Reimagine timelines, prepare status updates, and inform leadership of deadlines.
• Attend quarterly meetings with DHSS Executive Assistants as needed.
• Represent SPHL as Missouri State Employee Charitable Campaign (MSECC) Coordinator.
• Other duties as assigned.

Skills

Administrative support

Scheduling

Hiring workflows

Clerical tasks

Tools

HireTrue

HR ticketing system

Job description

Job Location: This position will be located at 101 N. Chestnut St. Jefferson City, MO 65101.

Why you’ll love this position:

The Missouri State Public Health Laboratory is seeking a motivated Lead Administrative Support Assistant to join our mission of protecting public health. This position will serve as the administrative support for the laboratory. This highly responsible administrative support position will serve as the support to the laboratory director and the laboratory’s executive management team as well as perform other laboratory administrative duties. The Executive Management Team consists of the Laboratory Director, Deputy Directors, and Lab Fiscal Liaison.

This position requires extensive knowledge of the laboratory and departmental administrative functions. In addition, this position requires a highly organized individual who will serve as the liaison to laboratory units for the Division and Department director’s office. Examples of work performed include providing clerical and logistical meeting support for the director and executive management team; schedule meetings, arrange calendars and schedule appointments for the Laboratory Director and Deputy Directors; serve as the main resource for the hiring workflow for all positions within the laboratory including navigating documentation throughout the hiring process and then onboarding with completing new hire paperwork as well as badge access to our building. Will also serve as the steward of our division’s administrative manual charting division specific process and workflows not covered specifically within state or departmental policy manuals. This position will assist management staff in processing and tracking correspondence dealing with confidential personnel actions.

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

The salary indicated represents a base pay rate. If the individual selected or the position is eligible for a pay differential (e.g., shift, security, or years of service), it will be added to the total compensation in your paycheck. A pay differential does not raise your base pay.

What you’ll do:

• Maintains SPHL Administrative Manual for division specific policies and workflows including the coordination of a biannual review of the content for updates.
• Serves as main resource for hiring managers to navigate the hiring process including HireTrue and submitting documentation for the process through the HR ticketing system including Requests to Establish, Requests to Fill, and Requests to Hire.
• Helps to coordinate documentation of requests to changes in job duties or expectations, changes in organizational structure or changes in position/salary.
• Helps to track badge access for SPHL team members and federal contractors who work in the laboratory including adding new team members, making changes to access, and removing access for employees who leave employment with the laboratory.
• Project Reimagine: Coordinating timelines, tracking task progress, and proactively identifying delays. This includes maintaining the project calendar, monitoring milestone completion, preparing status updates for leadership, and communicating upcoming deadlines to project teams. Supports timely execution by organizing meetings, ensuring action items are documented, and following up with stakeholders to verify that tasks are completed according to the project plan.
• Attends quarterly meetings with DHSS Executive Assistants from all divisions as needed.
• Represents SPHL as the Missouri State Employee Charitable Campaign (MSECC) Coordinator.
• Other duties as assigned.

Minimum Qualifications:

• 3-5 years of relevant experience

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.

Adam Perkins - [e-mail]