Working Title: Executive Administrative Assistant

Job Class: Office & Administrative Specialist, Principal

Agency: Health Department

• Job ID : 79175

• Location : St. Paul

• Telework Eligible : Yes

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : This vacancy is open to all qualified job seekers.

• Date Posted : 08/24/2024

• Closing Date : 09/13/2024

• Hiring Agency: Minnesota Department of Health

• Division : Executive Office

• Work Shift/Work Hours : Day Shift / 8:00 a.m. - 4:30 p.m.

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $23.76 - $32.06 / hourly; $49,610 - $66,941 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - American Federation of State, County, & Municipal Employees (AFSCME Clerical, Council No.5)

• Work Area : Executive Office

• Anticipated Start Date : 10/09/2024

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

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 BEING REPOSTED. IF YOU PREVIOUSLY APPLIED TO THIS VACANCY ANNOUNCEMENT, YOU DO NOT NEED TO REAPPLY TO BE CONSIDERED.

Join a mission-driven team in the Executive Office of the Minnesota Department of Health (MDH), and contribute to protecting, maintaining, and improving the health of all Minnesotans!

This position provides high level administrative support to MDH executive office in the Commissioner's Office. The candidate for this position will communicate on many levels with agency staff, the Governor's Office, legislative staff, various stakeholders and partners and the public. The position requires trust, professionalism, and the ability to appropriately handle confidential or sensitive information, critical to this position's effectiveness. It also requires exceptional organizational and time management skills while working in a fast-paced environment.

Working as an Executive Administrative Assistant you will:

• Receive, direct and screen telephone calls and retrieve messages from voicemail and email.

• Schedule complex meetings and provide help in preparation of meetings including coordination of Webex login and run PowerPoint presentations.

• Take meeting minutes and create agendas.

• Prepare purchase order requests for the Executive Office.

• Develop itineraries and make travel arrangements.

This is a hybrid telework position that requires in-office work in the downtown St. Paul location. Telework will be based on the business needs of the unit and is at supervisory discretion.

This posting will be used to fill multiple vacancies as they become available through 9/13/2024. Candidates will remain under consideration throughout the duration of the posting unless notified otherwise.

Minimum Qualifications

To facilitate proper crediting, please ensure that your resume clearly describes your experience int eh areas listed and indicates the beginning and ending month and year for each job held.

One (1) year of experience providing administrative support. This experience must include:

• Customer service skills to provide prompt and accurate information to customers in person, on the phone and through email and other written or electronic correspondence with politeness, respect, and interest in positive problem solving.

• Ability to prepare, edit and finalize emails, memos, reports, and/or other documents and types of written communication free or errors, in proper format.

• Data entry/database management skills sufficient to accurately input, verify, and edit electronic data.

• Ability to use software such as Microsoft Excel to create and use spreadsheets.

• Accounting skills sufficient to reconcile differences between invoices, receipts, and purchase orders, and assess needs based on data and events affecting the account.

Minimum, qualifications to be assessed during the interview process:

• Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy.

• Ability to organize and set priorities independently.

• Ability to appropriately handle confidential or sensitive information.

Preferred Qualifications

• Three (3) years of experience working in an Executive Administrative Assistant role and/or providing support to a senior level position.

• Thorough knowledge of the function of the Department of Health.

Additional Requirements

This position requires successful completion of a background check and employment reference check.

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.