Executive Assistant / Office & Administrative Specialist Principal

Working Title : Executive Assistant

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 (https : / / mn.gov / mmb / careers / diverse-workforce / people-with-disabilities / connect700 / ) : 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. DHS does not participate in E-Verify.

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

Responsibilities may include :

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.

Minimum Qualifications

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

Preferred Qualifications

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.

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.

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.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State Colleges and Universities is an Equal Opportunity employer / educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us . Please indicate what assistance is needed.

Salary : $49,610 - $66,941