Operations Coordinator

State of Missouri; Jefferson City (MO); On-site; USD 32,000 - 46,000; Full time

Job summary

State of Missouri in Jefferson City is seeking an Office Support Specialist to perform a range of administrative duties essential to audit and filing processes. The role requires attention to detail, the ability to manage time, and discretion with confidential information.

You will format and proof reports, handle PDF documents, coordinate mail and shipments, support training activities, and assist with travel and facilities tasks.

Qualifications

• High School diploma or GED.
• Two or more years of office experience.
• Valid driver's license.
• Experience with MS Excel, Word, Outlook, and PDFs.

Responsibilities

• Proofread and format audit and other reports for posting to the SAO website.
• Create final PDFs, sign electronically, and post to the SOS SMART system.
• Process mail, manage check logging, and coordinate deposits.
• Coordinate travel arrangements and hotel/rental car reservations.
• Monitor office supplies and coordinate facilities maintenance.
• Support training activities and maintain records per CPE standards.

Skills

Communication skills

Time management

Microsoft Office proficiency

Education

High School diploma or GED

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Adobe Acrobat

PDF handling

Job description

Job Location:

This position will be located in Jefferson City, MO

Why You’ll Love This Position

This is an office support position performing a variety of tasks that vary in complexity, some of which are time critical.

All audit and auditee information is confidential and shall be treated as such by all employees.

This description may not include all of the duties, knowledge, skills, or abilities associated with this position

Depending upon the number of staff assigned this title, an employee may be the backup on a duty rather than primarily responsible, however, all employees assigned this title shall know how to perform the duty.

• Perform proofing and formatting of all audit and other reports to be issued and posted to the State Auditor's Office (SAO) website;
• Create the final PDF report (for audit reports and other reports issued by the office), apply the Auditor's electronic signature, post final report to office website, copy, print and bind final reports, mail reports as required, and enter and upload of reports into the Secretary of State (SOS) SMART system;
• Perform backup reviews of bond filings noting key data and creating the draft registration report by populating the necessary fields, forward for further review by Quality Control Directors, Assistant Director, and legal team, serve as a contact for law firms submitting bond filings, enter bond filing information and upload of documents into the SOS SMART system;
• Receive initiative petition, joint resolution, and referendum documents (and any other documents that require the SAO to prepare a fiscal note), upload into SAO system, forward documents to exec team, process fiscal impact submissions from designated entities/contacts, and generate and send emails to the Attorney General's Office (AGO) and Secretary of State related to this process;
• Assist the Training Manager with administrative duties related to planning trainings and maintaining records to comply with the Statement on Standards for Continuing Professional Education (CPE) Programs , published jointly by the American Institute of Certified Public Accountants and the National Association of State Boards of Accountancy;
• Pick up and deliver mail daily or on the assigned schedule from the post office, Office of Administration (OA) mailroom, shipping carrier, Capitol building or other locations as needed;
• Process mail and packages received, including logging all checks received, delivering to the Government Specialist for deposit, stamping the date received on all invoices, forwarding them to Fiscal staff, and delivering all other mail and packages to the appropriate recipient;
• Log all payments received by the AGO on the SAO's behalf on the check log and forward email information and any other documentation and the check log to the Government Specialist for recording in the state accounting system (SAM II);
• Serve as travel coordinator for audit staff making hotel and rental car reservations, assisting staff with hotel and rental car issues, providing Trip Optimizer for staff as needed;
• Monitor office supplies on hand and order as needed;
• Serve as the contact for OA Facilities by coordinating work orders, general maintenance needs, office moves, construction and repairs;
• Serve as 3rd backup on the office phone lines, including the whistleblower hotline;
• Serve as the coordinator for office recycling by monitoring the shred bins, requesting empty bins as needed, and moving boxes to the recycle bin on the loading dock;
• Serve as backup to the Director of Administration for the SOS Records Center, SOS Custodian of documents, retrieval of old archived records;
• Assist the Directors and Assistant Director of QC with preparing Sunshine Requests related to SAO prepared fiscal notes;
• Work with the SAO Fiscal staff to surplus unneeded and/or replaced assets by means of GovDeals, MoreUse and Local Disposal;
• Manage the order and installation of copier toner, copier meter readings, placing and tracking copier service calls;
• Attend designated office trainings and meetings;
• Maintain independence in all matters related to audit work and notify supervisors of possible conflicts; and
• Other duties as assigned.

• High School diploma or G.E.D. Certificate.
• Two or more years of relevant work experience in an office environment.
• Valid drivers' license.
• Experience with Microsoft Excel, Word, Outlook, and experience creating and editing PDF documents.
• Ability to create, edit and format letters, reports and forms in Word.
• Ability to create a document, enter data, use basic formulas and make charts in Excel.
• Ability to create, combine, merge and convert PDF files - preferably using Adobe Acrobat.
• Ability to communicate effectively both in writing and orally.
• Ability to meet deadlines and shift between tasks without supervisory prompting.
• Ability to learn and master tasks and the desire and willingness to take on additional responsibilities.

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.