High-Level Office Support Specialist

5 days ago

Saint Paul, Minnesota, United States State of Minnesota Full time

At the State of Minnesota, we're committed to providing exceptional service to our citizens. As a High-Level Office Support Specialist, you'll play a critical role in ensuring the smooth operation of our central office in Saint Paul, MN.

Salary: $49,610 - $66,941 annually, based on a 40-hour workweek and hourly rate of $23.76 - $32.06

Job Description:

This position exists to provide high-level administrative support to the Communications Director in the Office of Communications and Outreach (OCO) and other OCO managers and supervisors. This role involves executive duties such as scheduling, organization, meeting coordination, establishing and maintaining record systems, and travel planning, as well as administrative tasks like financial management and serving as a personnel liaison.

This individual will assist with special events like the Minnesota State Fair and Northwest Sportshow, as well as division- and agency-wide tasks as needed.

Responsibilities:
  • Provide executive-level and confidential assistance to Communications Director and administrative support to other OCO managers
  • Support coordination and execution of special events and special projects as assigned
  • Provide administrative support to OCO operations, including coordinating and scheduling reviews, ordering and maintaining office supplies, assisting with expense management, scheduling meetings, and other assigned administrative tasks
  • Coordinate bill-paying, purchase order development, invoice approvals and tracking, and maintenance of blanket purchase orders for the section
  • Coordinate and ensure the director's timely review and signing of contracts, position descriptions, expense reports, and other important documents
Requirements:

To be successful in this role, you'll need:

  • Knowledge of administrative services that directly support multiple functions of a medium-sized division or office (20+ people)
  • Knowledge and skills related to PO requests, tracking POs, paying invoices, and retaining financial documents, as well as administering other paperwork and records in a timely, professional, secure, and accurate manner
  • Skills using Microsoft Office Suite products, including Outlook, Word, Excel, PowerPoint, Teams, Access, Visio, etc.
  • Human relations skills sufficient to establish and maintain excellent working relationships with customers, provide excellent customer service, and communicate effectively and comfortably with state and agency leadership
  • Organizational and planning skills sufficient to coordinate schedules and meetings, handle correspondence, and ensure work is completed in a timely manner
  • Ability to analyze and make recommendations to management for new or revised administrative practices and procedures for smooth and efficient office operation
  • Typing, word processing, and writing skills sufficient to draft professional, error-free correspondence on behalf of the Director and Department

We offer a competitive salary and benefits package, including health, dental, and vision insurance, retirement plan, paid time off, and more.

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