Our Ability Jobs

Working Title: Executive Assistant

Job Class: Executive 2

Agency: Human Services Dept

• Job ID : 81216

• Location : St. Paul

• Telework Eligible (https://mn.gov/mmb-stat/policies/1422-telework.pdf) : Yes

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 10/22/2024

• Closing Date : 10/28/2024

• Hiring Agency/Seniority Unit : Human Services Dept / DHS Central Office AFSCME

• Division/Unit : DHS-Central Office / BHDH Administration

• Work Shift/Work Hours : Day Shift / 8:00am to 4:30pm

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $25.73 - $35.69 / hourly; $53,724 - $74,520 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : K-Operations

• 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. DHS does not participate in E-Verify.

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.

• Telework (Within Minnesota or Neighboring States) and Flexible Hours Options Are Available.

This position has a flexible work arrangement that allows for a mixture of working in our downtown St. Paul Office and Telework** .

This position manages a changing mix of projects, role assignments, and ongoing responsibilities associated with the Behavioral Health Administration (BHA) Assistant Commissioner (AC) and the DHS Commissioner's office. In a logistics coordination and project management role, support the administrative needs of the BHA AC and the BHA office. Serve as lead for assigned projects and functions.

Manage the daily schedule of the BHA AC, including operations, communications, and transactions. Serve as administrative liaison with assigned groups on behalf of the BHA AC and the office of the DHS Commissioner.

Prepare presentation materials and briefings; coordinate meetings and disseminate associated materials. Handle logistics for interagency meetings.

Handle logistics and meeting arrangements with legislators and BHA stakeholders statewide. Interact with executives from outside organizations and/or their delegates to assure appropriate communications and information share is accurate and timely. Lead the BHA AC's response to log letters and outside requests for information.

Some responsibilities include but are not limited to:

• Manage the daily operations, communications, transactions, and schedule of the BHA AC. Provide an array of administrative services and support for the BHA AC.

• Administratively support and coordinate meetings and events for the BHA.

• Coordinate logistics, document support, preparation of minutes, and serve as administration liaison for high visibility work groups involving the BHA AC.

• Manage administrative processes and workflows associated with reports and legislation prepared by and/or needing the clearance of the BHA AC and/or BHA Deputy AC’s and Directors.

Minimum Qualifications

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.

Three (3) years of experience providing high-level administrative support as an executive administrative assistant supporting multiple senior managers and demonstrating the following:

• Competency in the use of proper Business English, spelling, and grammar skills sufficient to prepare, review, edit, compose documents and maintain a high-level of confidentiality in dealing with sensitive information.

• Excellent written and oral communication skills to provide clear, concise, courteous, prompt, and effective customer service in-person and via email or phone to internal and external stakeholders.

• Database management skills to record, track and update spreadsheets and business software programs.

• Scheduling meetings and coordinating meeting materials.

• Advance proficiency in the use of technology and business software including Microsoft Office Suite, SharePoint, PowerPoint and video conferencing.

• Technology skills to perform technical service liaison duties which include computer asset management.

Preferred Qualifications

• At least two (2) years of experience supporting C-Suite executives (CEO, CFO, COO, or CIO).

• Excellent human relations skills to maintain effective working relationships within a facility with multiple programs, over 850 employees, clients, legislators, the public and executive level offices.

• Ability to multi-task, organize, prioritize work, and meet demands of workload with interruptions.

• Knowledge of state government and policies, particularly as it pertains to the administration and executive-level coordination of the Commissioner’s Office.

• Knowledge of the Department’s organization structure, policies and procedures, mission and goals, legislative process, program budgets, as well as laws and regulations governing departmental functions and personnel.

• Variety of experiences working effectively with others from different backgrounds and cultures.

Additional Requirements

• MinnesotaDepartmentofHumanServices(DHS)criminalbackgroundcheckwillbeconductedonallfinalistsforthisposition.Finalistsmustpassthe DHS backgroundcheck.

• Employee reference checks will be conducted on all finalists. This may include a review of documentation related to jobperformance.It alsoincludescontact withtheapplicant'sformer employer(s).

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.