Executive Administrative Assistant - Office & Administrative Specialist Principal

Job Details

Working Title: Executive Administrative Assistant
Job Class: Office & Administrative Specialist, Principal
Agency: Health Department

• Job ID: 79175
• Location: St. Paul
• Telework Eligible: Yes
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: This vacancy is open to all qualified job seekers.
• Date Posted: 08/24/2024
• Closing Date: 09/13/2024
• Hiring Agency: Minnesota Department of Health
• Division: Executive Office
• Work Shift/Work Hours: Day Shift / 8:00 a.m. - 4:30 p.m.
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $23.76 - $32.06 / hourly; $49,610 - $66,941 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - American Federation of State, County, & Municipal Employees (AFSCME Clerical, Council No.5)
• Work Area: Executive Office
• Anticipated Start Date: 10/09/2024
• 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

THIS POSITION IS BEING REPOSTED. IF YOU PREVIOUSLY APPLIED TO THIS VACANCY ANNOUNCEMENT, YOU DO NOT NEED TO REAPPLY TO BE CONSIDERED.

Join a mission-driven team in the Executive Office of the Minnesota Department of Health (MDH), and contribute to protecting, maintaining, and improving the health of all Minnesotans!

This position provides high level administrative support to MDH executive office in the Commissioner's Office. The candidate for this position will communicate on many levels with agency staff, the Governor's Office, legislative staff, various stakeholders and partners and the public. The position requires trust, professionalism, and the ability to appropriately handle confidential or sensitive information, critical to this position's effectiveness. It also requires exceptional organizational and time management skills while working in a fast-paced environment.

Working as an Executive Administrative Assistant you will:

• Receive, direct and screen telephone calls and retrieve messages from voicemail and email.
• Schedule complex meetings and provide help in preparation of meetings including coordination of Webex login and run PowerPoint presentations.
• Take meeting minutes and create agendas.
• Prepare purchase order requests for the Executive Office.
• Develop itineraries and make travel arrangements.

This is a hybrid telework position that requires in-office work in the downtown St. Paul location. Telework will be based on the business needs of the unit and is at supervisory discretion.

This posting will be used to fill multiple vacancies as they become available through 9/13/2024. Candidates will remain under consideration throughout the duration of the posting unless notified otherwise.

Qualifications

Minimum Qualifications

To facilitate proper crediting, please ensure that your resume clearly describes your experience int eh areas listed and indicates the beginning and ending month and year for each job held.

One (1) year of experience providing administrative support. This experience must include:

• Customer service skills to provide prompt and accurate information to customers in person, on the phone and through email and other written or electronic correspondence with politeness, respect, and interest in positive problem solving.
• Ability to prepare, edit and finalize emails, memos, reports, and/or other documents and types of written communication free or errors, in proper format.
• Data entry/database management skills sufficient to accurately input, verify, and edit electronic data.
• Ability to use software such as Microsoft Excel to create and use spreadsheets.
• Accounting skills sufficient to reconcile differences between invoices, receipts, and purchase orders, and assess needs based on data and events affecting the account.

Minimum, qualifications to be assessed during the interview process:

• Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy.
• Ability to organize and set priorities independently.
• Ability to appropriately handle confidential or sensitive information.

Preferred Qualifications

• Three (3) years of experience working in an Executive Administrative Assistant role and/or providing support to a senior level position.
• Thorough knowledge of the function of the Department of Health.

Additional Requirements

This position requires successful completion of a background check and employment 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 job information line 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 Amy Winters at amy.winters@state.mn.us or 651-201-5617 .

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 Amy Winters at amy.winters@state.mn.us .

If you are an individual with a disability and need an accommodation for an interview, you may contact the Department of Health ADA Coordinator at health.hr.ada@state.mn.us .

About Health Department

Come and work for one of the best public health systems in the nation and you will contribute to our mission to protect, maintain, and improve the health of all Minnesotans. We are working hard to achieve our vision for health equity in Minnesota, where all communities are thriving, and all people have what they need to be healthy. Our collaborative, mission-driven work environment is a major factor in promoting a high level of employee health awareness, employee longevity and job satisfaction.

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 job information line at 651-259-3637 or email careers@state.mn.us and let us know the support you need.