Administrative Assistant

Administrative Assistant

Community Solutions Division - Community Development Block Grant (CDBG) Program

Department of Economic Development

Harry S Truman Building - 301 W. High Street, Jefferson City, MO

ANNUAL SALARY : $41,000 - $44,000 (based upon credentials)

The salary indicated represents a base pay rate. If the individual selected is eligible for a pay differential (e.g., years of service), it will be added to the total compensation in your paycheck. A pay differential does not raise your base pay.


REPORTS TO : CDBG Program Manager

Missouri's Department of Economic Development Community Development Block Grant (CDBG) Program is seeking a talented team member who is reliable, well organized, has attention to detail, and strong interpersonal skills.


We are looking for someone who enjoys working in a team environment, works independently within the scope of assigned duties, identifies process improvements, and will thrive within the CBDG teams' operational foundation of "Communication, Collaboration, Build Knowledge, Share Knowledge."


This team member will be responsible for providing complex administrative support for the CDBG Program Manager, as well as supporting the operational needs of CDBG's Financial, Compliance, and Community Engagement & Planning teams. This will include:

Files and Data Management
• Maintenance of cross-cutting data and files and documents management, including easily accessible document repository, document routing, creation of office and department forms for process improvements, elimination of document redundancy, version management, archiving, and managing retention schedules.
• Create and maintain spreadsheets for ongoing project tracking
• Provide Archive files per retention schedule. Coordinate and order/return archived files with the Secretary of State
• Maintain a very high level of discretion when dealing with sensitive and confidential information
• Provide record management support functions or services for CDBG staff as well as program leads.
• Enter project financial and payment data into internal databases, including CMS

Administrative Support Services
• Schedule meetings and coordinate logistical arrangements for staff and attendees
• Assist onboarding of new staff by setting up system accesses, establishing logins, and ensuring necessary equipment is available prior to the start date
• Book hotel rooms for staff when they travel
• Order supplies, maintain a supply inventory and receive invoices as applicable.
• Manage incoming communications to the program, including:

• Answer incoming telephone calls
• Open, examine, and distribute correspondence to the appropriate party for processing
• Manage general program email inboxes, as well as own

• Support external communications from the program, including:

• Utilize MailMerge to prepare program letters from templates for CDBG manager signature and send out to appropriate applicants
• Ensure forms, letters, and other templates are up to date and readily accessible
• Lead on setting up virtual events and meetings
• Support the Community Engagement & Planning team as needed in the development of content for external emails
• Support the Financial, Compliance, and Community Engagement & Planning teams as needed in coordinating website content revisions

• Complete special assignments from CDBG program manager, CDBG officers, and/or Division Director as requested
• Provide rotating coverage for the DED front desk reception area
• Perform other duties as assigned

What we are looking for:

A team player who is detail-oriented and highly organized, with the following attributes:
• Ability to maintain positive working relationships and conduct duties with courtesy and respect

• Ability to work independently and maintain confidentiality within the scope of assigned duties
• Ability to constructively support open communication and accept additional assignments willingly as needed
• Ability to accept and implement feedback with a positive attitude
• Ability to demonstrate regular and reliable attendance
• Willingness to grow and improve through a commitment to professional development and systems improvement for the benefit of self and team

A self-starter with the following skills:

• Ability to maintain highly complex records and prepare reports from a variety of information
• Ability to apply and interpret federal, state, and/or agency regulations, policies, and procedures
• Ability to make independent decisions based upon knowledge of agency operations, policies, and procedures
• Knowledge of appropriate grammar, composition, and spelling, as well as capacity to conduct business math computations
• Comprehensive knowledge of the Microsoft office suite, specifically moderately-complex Excel functions and MailMerge

A skilled administrative practitioner, ideally with comprehensive knowledge of the State of Missouri's:

• State office practices, procedures, systems, and equipment
• State IT processes, systems and software
• State procurement and purchasing card policy
• State Travel Policy
• CMS, ETA, and Cisco systems

Qualifications:

• Four or more years of office or related clerical experience; and possession of a high school diploma or proof of high school equivalency.

Earned credit hours from an accredited college or university may substitute on a year-for-year basis for the required experience at a rate of 30 earned credit hours for one year.

Preferred Qualifications:
• A two-year degree from an accredited college or university
• Four years of intensive document management work experience, preferably with the State of Missouri

The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here.

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