Minnesota Careers
Executive Assistant - Office & Administrative Specialist Senior
Minnesota Careers, Saint Paul, Minnesota, United States, 55130
Job Details
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 : 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.
Job Summary
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. Qualifications
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.
Application Details
How to Apply
Select "Apply for Job" at the top of this page. If you have questions about applying for jobs, contact the Careers Help Desk at 651-259-3637 or email careers@state.mn.us . For additional information about the application process, go to http://www.mn.gov/careers .
Contact
If you have questions about this position, contact Matthew Leo at matthew.leo@state.mn.us or 651-201-2393 .
To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Matthew Leo at matthew.leo@state.mn.us .
About the Office of Ombudsman for Mental Health & Developmental Disabilities
The Office of Ombudsman for Mental Health and Developmental Disabilities promotes the highest attainable standards for treatment, competence, efficiency, and justice for persons receiving services for mental illness (MI), developmental disabilities (DD), substance use disorder (SUD), and emotional disturbance (ED). These include services that are licensed, certified, or registered by the Departments of Health, Human Services, and Education as well as local school districts and county social service agencies.
Working together to improve the state we love.
What do Minnesota's State employees have in common?
A sense of purpose in their work Connection with their coworkers and communities Opportunities for personal and professional growth Benefits
As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.
Your benefits may include:
Paid vacation and sick leave 12 paid holidays each year Low-cost medical, dental, vision, and prescription drug plans
Fertility care, including IVF Diabetes care Dental and orthodontic care for adults and children
6 weeks paid leave for parents of newborn or newly adopted children Pension plan that provides income when you retire (after working at least three years) Employer paid life insurance to provide support for your family in the event of death Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury Tax-free expense accounts for health, dental, and dependent care Resources that provide support and promote physical, emotional, social, and financial well-being Support to help you reach your career goals:
Training, classes, and professional development Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov ) Employee Assistance Program (EAP) for work/life support:
A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care
Programs, resources and benefits eligibility varies
based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.
EQUAL OPPORTUNITY EMPLOYERS
Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.
All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.
APPLICANTS WITH DISABILITIES
Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.
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 : 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.
Job Summary
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. Qualifications
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.
Application Details
How to Apply
Select "Apply for Job" at the top of this page. If you have questions about applying for jobs, contact the Careers Help Desk at 651-259-3637 or email careers@state.mn.us . For additional information about the application process, go to http://www.mn.gov/careers .
Contact
If you have questions about this position, contact Matthew Leo at matthew.leo@state.mn.us or 651-201-2393 .
To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Matthew Leo at matthew.leo@state.mn.us .
About the Office of Ombudsman for Mental Health & Developmental Disabilities
The Office of Ombudsman for Mental Health and Developmental Disabilities promotes the highest attainable standards for treatment, competence, efficiency, and justice for persons receiving services for mental illness (MI), developmental disabilities (DD), substance use disorder (SUD), and emotional disturbance (ED). These include services that are licensed, certified, or registered by the Departments of Health, Human Services, and Education as well as local school districts and county social service agencies.
Working together to improve the state we love.
What do Minnesota's State employees have in common?
A sense of purpose in their work Connection with their coworkers and communities Opportunities for personal and professional growth Benefits
As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.
Your benefits may include:
Paid vacation and sick leave 12 paid holidays each year Low-cost medical, dental, vision, and prescription drug plans
Fertility care, including IVF Diabetes care Dental and orthodontic care for adults and children
6 weeks paid leave for parents of newborn or newly adopted children Pension plan that provides income when you retire (after working at least three years) Employer paid life insurance to provide support for your family in the event of death Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury Tax-free expense accounts for health, dental, and dependent care Resources that provide support and promote physical, emotional, social, and financial well-being Support to help you reach your career goals:
Training, classes, and professional development Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov ) Employee Assistance Program (EAP) for work/life support:
A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care
Programs, resources and benefits eligibility varies
based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.
EQUAL OPPORTUNITY EMPLOYERS
Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.
All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.
APPLICANTS WITH DISABILITIES
Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.