Working Title: Executive Assistant - Outpatient Services

Job Class: Executive 2

Agency: Human Services Dept

• Job ID : 82615

• Location : Statewide

• Telework Eligible : Yes -

• Full/Part Time : Full time

• Regular/Temporary : Regular

• Who May Apply : Open to all qualified job seekers

• Date Posted : 1/27/2025

• Closing Date : 2/3/2025

• Hiring Agency/Seniority Unit : Human Services Dept

• Division/Unit : St Peter / Pharmacy

• Work Shift/Work Hours : Shift

• Days of Work : Monday - Friday

• Travel Required : Yes - occasionally

• Salary Range: $25.73 - $35.69 / hourly

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : St Peter

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

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.

* Telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) (Within Minnesota or neighboring states) and flexible hours options are available. *

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.

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.

Direct Care and Treatment (DCT) is seeking an individual to join our Outpatient Services for an exciting and rewarding opportunity as our Executive Assistant! This position exists to provide accurate, confidential and high-level administrative support and coordination to the Executive Director of Outpatient Services which includes Pharmacy, Dental, Outpatient Psychiatry and Primary Care and serves as a liaison to divisional leadership under their supervision, including DCT Executive Leadership and Management, Mental health and Substance Abuse Treatment Services (MHSATS), Forensic Services (FS), Community Based Service (CBS), and Minnesota Sex Offender Program (MSOP). This position also exists as a liaison to the staff of the Office of the Commissioner. This role you will be managing schedules, handling correspondence, preparing reports, and coordinating meetings and travel arrangements. The Executive Assistant also:

• Acts as a liaison between executives and other staff, stakeholders, and external partners, always maintaining confidentiality and professionalism.

• Performs strong organizational skills, attention to detail, and the ability to manage multiple tasks are essential for success in this role.

• Optimizes the executive's productivity and ensuring seamless business operations.

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 and year for each job held.

• Communication skills sufficient to draft, write, review, and edit correspondence and other materials using correct spelling, punctuation, grammar, and sentence construction. Must have previous experience communicating and supporting high level executive offices

• Customer services skills sufficient to maintain effective working relationships within an organization with multiple programs, executives, legislators, the public and executive level offices as well as persons of diverse backgrounds.

• Database management skills sufficient to use technology to manage executive calendars and scheduling. Business software including Microsoft Office Suite, SharePoint, multi-line phones, video conferencing, MS teams, Zoom and Webex.

• Word processing skills sufficient to convert data into meaningful responses and reports.

• Spreadsheets skills sufficient to convert data and create and maintain complex spreadsheets, graphs, reports and tables.

Preferred Qualifications

• Our employees are dedicated to ensuring cultural responsiveness. Preferred candidates will have a variety of experiences working effectively with others from different backgrounds and cultures.

• Experience providing high-level administrative support as an executive administrative assistant supporting multiple senior managers.

• Experience supporting C-Suite executives (CEO, CFO, COO, or CIO).

• Knowledge of state government and policies, particularly as it pertains to the administration and executive-level coordination and processes.

• Experience working in a confidential setting and handling confidential and/or sensitive correspondence.

• Experience coordinating travel processes.

• Experience with handling requisitions.

• Experience with web content management and accessibility.

• Experience researching, analyzing, and presenting data into meaningful responses and reports.

• Experience in multi-tasking, organizing and prioritizing work, and meeting demands of workload with interruptions.

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

Additional Requirements

REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and 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 careers@state.mn.us . Please indicate what assistance is needed.