What are the responsibilities and job description for the Executive Assistant / Office & Administrative Specialist Principal position at Minnesota Department of Human Services?
Working Title: Executive Assistant
Job Class: Office & Administrative Specialist, Principal
Agency: Human Services Dept
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 Mental Health & Substance Abuse Treatment Services, a division of the Minnesota Department of Human Services has an opportunity for you to join our team as an Executive Assistant. As the Executive Assistant you will support the MHSATS Chief Operations Officer, Regional Operations Directors, and Security & Technology Director. With limited supervision, this position provides a broad spectrum of administrative and program services which have state-wide impact including policy, personnel, legal, and budget issues
The following knowledge, skills, and abilities are required of all applicants seeking consideration for this position. Please illustrate your experience in these areas in your resume:
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.
Direct Care & Treatment (DCT) healthcare facilities require employees to provide documentation that they are free from tuberculosis (TB) through a blood test prior to employment. DCT does not accept TB skin testing.
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 Dawn Barnard at dawn.m.barnard@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 Kaitlin Weckwerth at kaitlin.weckwerth@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: kaitlin.weckwerth@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?
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:
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.
Job Class: Office & Administrative Specialist, Principal
Agency: Human Services Dept
- Job ID: 84426
- Location: Statewide
- Telework Eligible: Yes, *Telework eligible after completion of the required 6-month probationary period.
- Full/Part Time: Full-Time
- Regular/Temporary: Unlimited
- Who May Apply: Open to all qualified job seekers
- Date Posted: 02/26/2025
- Closing Date: 03/04/2025
- Hiring Agency/Seniority Unit: Human Services Dept / DHS Central Office AFSCME
- Division/Unit: Mental Health & Substance Abuse Treatment Services / MHSATS Northern Region Site Ld
- Work Shift/Work Hours: Day Shift / 8:00am-4:30pm
- Days of Work: Monday - Friday
- Travel Required: Yes, up to 10% for meetings and trainings
- Salary Range: $23.76 - $32.06 / hourly; $49,610 - $66,941 / annually
- Classified Status: Classified
- Bargaining Unit/Union: 206 - Clerical/AFSCME
- Work Area: Statewide
- 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 Mental Health & Substance Abuse Treatment Services, a division of the Minnesota Department of Human Services has an opportunity for you to join our team as an Executive Assistant. As the Executive Assistant you will support the MHSATS Chief Operations Officer, Regional Operations Directors, and Security & Technology Director. With limited supervision, this position provides a broad spectrum of administrative and program services which have state-wide impact including policy, personnel, legal, and budget issues
- Telework eligible after completion of the required 6-month probationary period. This individual may also need to travel periodically for meetings and trainings.
- Manage a changing mix of projects, role assignments, and ongoing responsibilities associated with to the MHSATS Chief Operations Officer, Operations Directors, and Security & Technology Director, along with site administrators, regional, and statewide staff of DCT’s Mental Health and Substance Abuse Treatment Services (MHSATS. In a logistics coordination and project management role, support the administrative needs of the DCT/MHSATS Chief Operations Officer, Operations Directors, and Security & Technology Directors, his/her office and team; provide direct or supplemental administrative support to key direct reports of Directors.
- Manage the daily schedules of Chief Operations Officer and Operations Directors and assigned MHSATS Executives; and, serve as Administrative Liaison with assigned groups on behalf of Directors.
- Prepare presentation materials and briefings; coordinate meetings and disseminate associated materials. Prepare talking points for presenters. Coordinate planning between and interact with executive level offices. Handle logistics for interagency meetings.
- Handle logistics and meeting arrangements DCT’S MHSATS stakeholders statewide. Interact with executives of outside organizations and/or their delegates to assure appropriate communication and information shared is accurate and timely.
The following knowledge, skills, and abilities are required of all applicants seeking consideration for this position. Please illustrate your experience in these areas in your resume:
- Communication skills sufficient to communicate with executive leadership that is clear, concise, courteous, prompt, and effective whether in person or via email, phone, or virtual meetings. Experience using discretion and professionalism when handling confidential information and issues that are sensitive in nature.
- Customer service skills sufficient to be able to successfully multi-task, organize, and prioritize work independently in order to meet the demands of a fast-paced workload that may have many interruptions and competing priorities.
- English language skills in writing, speaking, and reading sufficient to compose meeting minutes and other documentation with accurate spelling, grammar, and punctuation and to effectively communicate with internal and external stakeholders including senior leadership and executives.
- Accounting/Budgeting/Expense must have demonstrated experience in procurement activities including but not limited to arranging registration/travel for staff and purchasing supplies and equipment and expense reporting.
- Desktop or Website Publishing must be proficient and demonstrated in the use of technology and business software including Microsoft Office Suite – including Outlook, Word, SharePoint, Excel, Access, and PowerPoint. Experience will include creating and editing PowerPoint presentations, managing high level calendar arrangements for multiple individuals in Microsoft Outlook and Teams and drafting meeting minutes, letters, and other sensitive documents.
- Development of Administrative and Programmatic Procedures experience in managing multiple projects and operational workflow of meetings and timeframes
- Database skills sufficient to create, retrieve, and analyze information with multiple database programs
- A minimum of 3 years of Administrative support experience with at least 1 year supporting executive level leadership in a healthcare or mental health and substance use disorder treatment facility setting sufficient to support work processes.
- General knowledge of DCT and its mission, programs, policies, statutes, rules and regulations
- 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.
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.
Direct Care & Treatment (DCT) healthcare facilities require employees to provide documentation that they are free from tuberculosis (TB) through a blood test prior to employment. DCT does not accept TB skin testing.
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 Dawn Barnard at dawn.m.barnard@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 Kaitlin Weckwerth at kaitlin.weckwerth@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: kaitlin.weckwerth@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
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
- 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)
- 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
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.
Salary : $49,610 - $66,941
