Overview
Office Administrative Assistant Jobs in Rochester, NY at Wonder Windows
Job Details
Working Title: Executive Assistant
Job Class: Executive 2
Agency: Human Services Dept
Job ID: 84160
Location: St. Paul
Telework Eligible: No
Full/Part Time: Full-Time
Regular/Temporary: Unlimited
Who May Apply: Open to all qualified job seekers
Date Posted: 02/13/2025
Closing Date: 02/19/2025
Hiring Agency/Seniority Unit: Department of Human Services / DHS Central Office AFSCME
Division/Unit: Direct Care and Treatment / DCT Administration
Work Shift/Work Hours: Day / 8:00 a.m. – 4:30 p.m.
Days of Work: Monday – Friday
Travel Required: Yes – Up to 10% for required on-site trainings, conferences, and meetings.
Salary Range: $25.73 – $35.69 / hourly; $53,724 – $74,520 / annually
Classified Status: Classified
Bargaining Unit/Union: 206 – Clerical/AFSCME
Work Area: DCT Administration
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.
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.
Job Summary
Direct Care and Treatment (DCT) is seeking an individual to join our DCT Administration Team for an exciting and rewarding opportunity as an Executive Assistant! As an Executive Assistant you will provide accurate and confidential administrative support, coordination, operational, and analytical assistance to DCT’s External Relations Executive Director, the Chief Financial Officer, and the Legislative Director, and serve as a liaison to positions under their supervision, including the DCT Financial Management Team, DCT Legislative Team, DCT Tribal Liaison, DCT Operations Team, as well as other key DCT partners.
In this position, you will provide executive support to the External Relations Executive Director, Fiscal Director, and the Legislative Director. This position will also serve as a liaison to the staff of DCT, stakeholder groups, DCT Tribal Liaison, and other entities, including preparing and handling confidential and agency sensitive reports and other communications. In addition, this position exists to serve as back up to and provide general administrative support to the External Relations Executive Director, DCT Financial Management, and DCT Legislative Teams.
Primary Responsibilities:
Manages DCT confidential operations for the Community Relations Executive Director, DCT Fiscal Director, and DCT Legislative Director, including calendaring, daily operations, communications, and work related to Governor’s Office, Legislators, Legislative leaders, DCT’s Executive Team, and DCT stakeholders. Provides an array of administrative services and support for the External Relations Executive Director.
Plans and coordinates special research and investigative projects regarding administrative and program problems and issues by researching, developing, and recommending courses of action, including monitoring the agency’s progress toward meeting established goals and objectives by compiling, reviewing, and assessing reports and records to identify the cause and impact of delays or other problems, through the creation, update, and maintenance of operational and programmatic documents, presentations, and spreadsheets.
Prepare legislative, DCT Executive Board, DCT Executive team, and stakeholder PowerPoint presentations, spreadsheets, and written summaries that are concise, professional, and accessible.
Coordinates logistics for, document, and serve as administrative liaison for high visibility work groups involving members of DCT Executive Leadership and other staff as requested.
Interprets administrative policies, procedures, and processes to agency staff, state, and local officials, and the public by answering their inquiries and insuring proper application of these directives and processes.
Advises state and federal officials, council and board members, agency staff, special interest groups, and the public on matters pertaining to agency policy and procedure by providing written and verbal interpretations, responding to concerns involving the assigned program, and intercepting and/or moderating adverse pressures or influences.
Qualifications
Minimum Qualifications
Accounting/Budgeting/Expense knowledge.
Communication Skills sufficient to support C-Suite executives (CEO, CFO, COO, or CIO) with projects and various administrative tasks.
Customer Service Skills sufficient to provide high level clerical support for C-Suite executives (CFO, CEO, COO, CIO) of an organization(s), including calendar management, meeting organization, and creating and facilitation business communication.
Database, Documents, and Records Management skills sufficient to relating to the coordination of business correspondence at an organizational level.
Development of Administrative and Programmatic Procedures related to project management.
English Language skills sufficient to having thorough knowledge of the rules of standard English grammar and usage.
Leadwork Skills.
Spreadsheets proficiency and skilled in using Word, PowerPoint, especially in assuring professional appearance and compiling with Minnesota accessibility requirements.
Word Processing skills sufficient to such as creating, editing, and managing strategic documents at a leadership level.
Preferred Qualifications
2 years’ experience supporting C-suite executives (CEO, CFO, COO, or CIO) in a large healthcare setting.
An associate degree or higher in project management, business administration, strategic planning, communications, marketing, or related field.
Broad-based understanding of how state agencies function in order to provide fully informed support and administrative functions.
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
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.
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 [email protected]. For additional information about the application process, go to http://www.mn.gov/careers.
Contact
If you have questions about this position, contact Dan Storkamp at [email protected] or 651-431-2148.
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 Breanna Bullert at [email protected]. If you are an individual with a disability and need an ADA accommodation for an interview, you may contact the Department of Human Services’ ADA Coordinator at 651-431-4945 or [email protected] for assistance.
CERTAIN DISABLED VETERANS: Effective August 1, 2012, legislation provides state agencies with the option to appoint certain disabled veterans on a noncompetitive basis if they: 1) meet service requirements and have a verified service-connected disability rating of at least 30%; 2) provide qualifying documentation verifying the disability; and 3) meet all Minimum Qualifications identified in this posting. To be considered under this legislation you must submit all documentation before the closing date to: [email protected]
About Human Services Dept
DHS operates a highly specialized behavioral health care system that serves people with mental illness, substance abuse disorders, and developmental and intellectual disabilities. This includes psychiatric hospitals and other inpatient mental health treatment facilities; inpatient substance abuse treatment facilities; dental clinics, group homes, vocational sites, and sex offender treatment facilities.
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
Annual pay increases
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 [email protected] and let us know the support you need.
Title: Office Administrative Assistant
Company: Wonder Windows
Location: Rochester, NY
