Job Information
State of Minnesota Executive Assistant in Maplewood, Minnesota
Working Title: Executive Assistant
Job Class: Executive 2
Agency: Human Services Dept
Job ID : 83009
Location : Statewide
Telework Eligible : No
Full/Part Time : Full-Time
Regular/Temporary : Unlimited
Who May Apply : Open to all qualified job seekers
Date Posted : 01/04/2025
Closing Date : 01/21/2025
Hiring Agency/Seniority Unit : Human Services Dept / DHS Confidential
Division/Unit : MSOP Admin Svcs / MSOP Executive Operations
Work Shift/Work Hours : Day Shift
Days of Work : Monday - Friday
Travel Required : Yes-less than 5% travel to program sites in St. Peter & Moose Lake, MN
Salary Range: $25.73 - $35.69 / hourly; $53,724 - $74,520 / annually
Classified Status : Classified
Bargaining Unit/Union : 217 - Confidential/Unrep
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 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.
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* Telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) eligible with a need to occasionally travel to facilities in St. Peter and Moose Like, MN. *
The Minnesota Sex Offender Program (MSOP) is a sex offense specific treatment program in a modified therapeutic community and secure setting that provides comprehensive services to 740 civilly committed clients. Services include sex offense specific treatment, education programming, therapeutic recreation, vocational programming and volunteer services.
The Minnesota Sex Offender Program (MSOP) is seeking an individual to join our team for an exciting and rewarding opportunity as an Executive Assistant. The Executive Assistant provides oversight and accountability for the daily operations, executive level transactions, work and information flow, and technical support services for the Minnesota Sex Offender Program (MSOP) Central office. Administrative support includes the provision and coordination of clerical support such as organizing meetings with internal and external stakeholders, writing and editing confidential written business communications, coordinating billing invoices for central office managers, providing administrative support in projects and word processing confidential business documents and forms.
Responsibilities include but are not limited to:
Providing, operational, analytical, and administrative support to the Executive Director and other members of the Minnesota Sex Offender Program senior management team
Providing a wide range of administrative support functions including business travel coordination; managing the Executive Director’s calendar; proofreading written materials for accuracy, formatting and readability; word processing and maintaining spreadsheets or databases; and maintaining the office supply inventory
Serving as the business link and a visible contact point with the Executive Director's office; triages and handles the service needs and concerns of callers, e.g., government entities, legislators, clients, family members of clients, and others
Coordinating interactions with Direct Care and Treatment (DCT) and Department of Human Services (DHS) staff, stakeholder groups, and other high profile individuals and entities including preparing and handling reports, confidential documents and other communications
Coordinating and tracking client grievance appeals and log letters
Coordinating and overseeing all administrative activities and daily functions while anticipating required adjustments
Overseeing documentation for Strategic Planning process and updates
Much of this work is confidential in nature, and the incumbent must handle and communicate this sensitive information appropriately, as well as in accordance with policy, guidelines, and law.
Minimum Qualifications
Three (3) years of experience providing administrative support at an executive or senior management level demonstrating:
Effective communication skills including the ability to draft, review and edit correspondence
Advanced proficiency in the use of technology and business software including Microsoft Office Suite, SharePoint, multi-line phones, and video conferencing
Managing calendars and schedules including coordinating business travel arrangements and scheduling meetings
Analysis, problem solving and critical thinking skills sufficient to meet workload demands with frequent interruptions
Preferred Qualifications
Associates degree or higher in Administrative Services, Business or related field
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
Additional Requirements
This position requires successful completion of the following:
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.
REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and criminal background check prior to appointment.
EDUCATION VERIFICATION - Applicants will be required to provide a copy of their high school diploma at time of interview OR copies of their college transcript or college degree/diploma at time of interview. Copies of the college degree/diploma are acceptable ONLY if it clearly identifies the field in which it was earned
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.