Working Title: Executive Assistant

Job Class: Office and Administrative Specialist Senior

Agency: Office for Ombudsman for Mental Health & Developmental Disabilities

• Job ID : 82073

• Location : St. Paul

• Telework Eligible : Yes, work will initially be performed in office with the potential for a hybrid/telework schedule after sufficient training has occurred.

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 11/25/2024

• Closing Date : 12/09/2024

• Hiring Agency/Seniority Unit : Office of Ombudsman for Mental Health and Developmental Disabilities

• Division/Unit :Ombudsman for Mental Health and Developmental Disabilities / Support Services Unit

• Work Shift/Work Hours : Day Shift

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $21.90 - $29.65 / hourly; $45,727 - $61,909 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : St Paul Office

• FLSA Status : Nonexempt

• 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.

The Office of Ombudsman for Mental Health and Developmental Disabilities is looking for their next Executive Assistant! This position will coordinate and conduct administrative services for the agency in accordance with state policies, procedures, and guidelines. The duties performed by this position support multiple programs within the Ombudsman office, including agency leadership, client services, medical review, and administrative support areas to include areas such as purchasing, financial documentation, website management, and training.

Primary responsibilities:

• Coordinate and conduct the intake and data entry of agency client related data and reports.

• Manage financial documentation, data reporting, invoice processing, supply ordering and purchasing.

• Handle incoming calls, faxes, mail, and other correspondence in a manner reflective of the agency’s mission and purpose.

• Manage the OMHDD website, GovDelivery, iSight, SharePoint, and other web-based systems.

• Create, maintain, and update policies and procedures related to administrative tasks.

Minimum Qualifications

• Customer service skills sufficient to provide prompt, courteous and accurate information to a variety of customers over the phone, in person and via email.

• Word processing skills to develop and modify a variety of correspondence, records, and reports.

• Knowledge of building and uploading original content, documents, and/or webpages to websites.

• Knowledge of preparing, editing, and finalizing emails, memos, reports, and/or other documents and types of written communication that are grammatically correct, in proper format, and free of spelling error.

Preferred Qualifications

• Two (2) years' experience in an administrative support role.

• Knowledge or experience in planning, organizing, assigning, and reviewing the work of other staff.

• Ability to remain calm, courteous, and professional in situations that may involve angry or upset callers, persons of differing communication styles and languages, cultural and/or socioeconomic backgrounds.

• Knowledge and experience in Microsoft products, including Outlook, PowerPoint, SharePoint, and Excel.

Additional Requirements

This position is subject to a background check and 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.