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SalaryThe Office of Administration (“OA”) serves as the administrative and managerial arm of State of Missouri government. OA combines and coordinates the central management functions of state government to help departments operate efficiently and effectively. The Commissioner’s Office houses several support sections within OA that assist in the administration of the department and state government including the department’s budget and legislative services, communication services, legal services, and Operational Excellence services.
We are seeking to fill the position of Administrative Assistant within the Office of the Commissioner. This role supports the day-to-day duties of the Commissioner and Deputy Commissioner within OA and provides administrative support to address the accounting needs of the Governor’s Office and Lieutenant Governor’s office, as requested. The incumbent in this position performs advanced administrative work requiring strong organizational and communication skills with advanced knowledge navigating complex organizations. Responsibilities are performed under general supervision OA executive leadership.
- Manage and maintains calendars, schedules meetings, and makes travel arrangements for OA executive leadership; gathers files or materials for meetings for Commissioner’s Office staff.
- Procure and manage office supplies for multiple elected and appointed offices.
- Processes and maintains various grants administered by the Commissioner’s Office.
- Coordinate procurement and accounts payable for multiple elected and appointed offices.
- Coordinate open meetings for public bodies and provide administrative support during meetings.
- Coordinate on-boarding activities for new team members in the Commissioner’s Office.
- Administer expense reports and maintain timekeeping records for multiple elected and appointed offices.
- Answers incoming telephone calls, manage the email inbox and mail for the Commissioner’s Office including distributing correspondence to appropriate parties throughout the organization; prepares responses to correspondence containing routine inquiries.
- Greets office visitors and determines whether they should be given access to specific individuals; evaluates requests and routes inquiries to the appropriate department personnel.
- Types and formats complex forms, letters, reports, and other materials, usually requiring familiarity with specialized terminology; proofreads completed work to check for correct grammar, spelling, and to ensure proper formatting is used.
- Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution to the appropriation individual or individuals.
- Establishes and maintains paper and electronic filing systems for records, correspondence, and other material.
Minimum Qualifications
- High School Diploma or GED
- Four years of progressively responsible experience in office assistant or administrative positions.
Preferred Qualifications
- Ability to work in a high-paced work environment, with changing deadlines and priorities.
- Ability to work independently, with minimal direction and supervision, exercising sound judgment and maintaining a high level of discretion in dealing with sensitive/confidential information.
- Ability to work with a high degree of accuracy and dependability. Extensive experience with Microsoft Office software
- - Outlook, Word, Excel, PowerPoint, MissouriBUYS, the State’s existing accounting system (Sam II) and ability to adapt to the State’s new system (MOVERS).
- Ability to effectively communicate in person and in writing with a diverse group of customers.
- Thorough knowledge of grammar, composition, spelling, office practices, procedures, systems, and equipment.
- Ability to multi-task and be well organized.
- Familiarity with state government structure – executive branch, legislative branch, etc.
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 see the value of working for the State of Missouri, check out our interactive Total Compensation Calculator at: Total Compensation Calculator for Recruiting.xlsx | Missouri Office of Administration (mo.gov). This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The State of Missouri is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
If you have questions about this position please contact:
Recruiter@oa.mo.gov
