Executive Assistant

Working Title: Executive Assistant

Job Class: Executive 2

Agency: Human Services Dept

• Job ID: 83009
• Location: Statewide
• Telework Eligible: No
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 01/04/2025
• Closing Date: 01/21/2025
• Hiring Agency/Seniority Unit: Human Services Dept / DHS Confidential
• Division/Unit: MSOP Admin Svcs / MSOP Executive Operations
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required: Yes-less than 5% travel to program sites in St. Peter & Moose Lake, MN
• Salary Range: $25.73 - $35.69 / hourly; $53,724 - $74,520 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 217 - Confidential/Unrep
• FLSA Status: Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities: 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.

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.

• This position is Telework eligible with a need to occasionally travel to facilities in St. Peter and Moose Like, MN. ***
  
  

The Minnesota Sex Offender Program (MSOP) is a sex offense specific treatment program in a modified therapeutic community and secure setting that provides comprehensive services to 740 civilly committed clients. Services include sex offense specific treatment, education programming, therapeutic recreation, vocational programming and volunteer services.

The Minnesota Sex Offender Program (MSOP) is seeking an individual to join our team for an exciting and rewarding opportunity as an Executive Assistant. The Executive Assistant provides oversight and accountability for the daily operations, executive level transactions, work and information flow, and technical support services for the Minnesota Sex Offender Program (MSOP) Central office. Administrative support includes the provision and coordination of clerical support such as organizing meetings with internal and external stakeholders, writing and editing confidential written business communications, coordinating billing invoices for central office managers, providing administrative support in projects and word processing confidential business documents and forms.

Responsibilities include but are not limited to:

• Providing, operational, analytical, and administrative support to the Executive Director and other members of the Minnesota Sex Offender Program senior management team
• Providing a wide range of administrative support functions including business travel coordination; managing the Executive Director’s calendar; proofreading written materials for accuracy, formatting and readability; word processing and maintaining spreadsheets or databases; and maintaining the office supply inventory
• Serving as the business link and a visible contact point with the Executive Director's office; triages and handles the service needs and concerns of callers, e.g., government entities, legislators, clients, family members of clients, and others
• Coordinating interactions with Direct Care and Treatment (DCT) and Department of Human Services (DHS) staff, stakeholder groups, and other high profile individuals and entities including preparing and handling reports, confidential documents and other communications
• Coordinating and tracking client grievance appeals and log letters
• Coordinating and overseeing all administrative activities and daily functions while anticipating required adjustments
• Overseeing documentation for Strategic Planning process and updates
• Much of this work is confidential in nature, and the incumbent must handle and communicate this sensitive information appropriately, as well as in accordance with policy, guidelines, and law.
  
  

Minimum Qualifications

Three (3) years of experience providing administrative support at an executive or senior management level demonstrating:

• Effective communication skills including the ability to draft, review and edit correspondence
• Advanced proficiency in the use of technology and business software including Microsoft Office Suite, SharePoint, multi-line phones, and video conferencing
• Managing calendars and schedules including coordinating business travel arrangements and scheduling meetings
• Analysis, problem solving and critical thinking skills sufficient to meet workload demands with frequent interruptions
  
  

Preferred Qualifications

• Associates degree or higher in Administrative Services, Business or related field
• 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

This position requires successful completion of the following:

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.

EDUCATION VERIFICATION - Applicants will be required to provide a copy of their high school diploma at time of interview OR copies of their college transcript or college degree/diploma at time of interview. Copies of the college degree/diploma are acceptable ONLY if it clearly identifies the field in which it was earned

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 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 Nancy Johnston at nancy.a.johnston@state.mn.us

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 macy.ollrich@state.mn.us

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 DHS_ADA@state.mn.us 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: macy.ollrich@state.mn.us

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
• Annual pay increases
• 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 Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.