The Division of Legal Services (DLS) is looking for one Executive Assistant to join our team in the DLS Central Office, located in Jefferson City, Missouri.

Job Posting Number: 4100 8889050

Semi-monthly salary: $2,540.04

Annual salary: $ 60,960.96

Job Location: This position is located in the Broadway State Office Building; 221 West High Street, Jefferson City, Missouri, 65102.

Why you’ll love this position: Join our team of passionate professionals dedicated to empowering Missourians to live safe, healthy and productive lives. DLS provides comprehensive legal support to all program and support divisions in the Department of Social Services (DSS).

What you’ll do: This unclassified position, located in the Director’s Office of the MO Division of Legal Services, provides administrative support to the Division Director. This is senior-level specialized support, technical and administrative work involving a high degree of independent judgment and action in the Central Office of the Division of Legal Services. Work involves responsibility for making independent decisions based upon knowledge of agency operations, policies, and procedures. The following tasks are the responsibility of the Executive Assistant:

• Arrange meetings and conference calls between the director and constituents served, including the Governor’s Office, Attorney General’s Office, division and department staff, legislators, and federal officials.
• Recognize priorities of the Director, Deputy Director, and staff, screen incoming calls, e-mails, and inquiries, forwarding to the appropriate unit and/or person for response. Serve as a primary point of contact for DLS managers and staff regarding questions and concerns.
• Prepare correspondence, reports and review all correspondence prepared for the Director’s signature, ensuring proper tone and format. Ensure the accurate and timely preparation, review, posting, and/or processing of a variety of documents.
• Work with Executive I to coordinate travel arrangements, both in-state and out-state and complete appropriate reimbursement requests for expenses.
• Work with DLS Fiscal Liaison to identify, resolve, and implement all DLS financial issues and processes. May assist in approve purchases or expenses and monitoring budgets.
• Work with Human Resources to ensure the organizational chart is correct and up to date, to revise or provide training on the DLS hiring process to staff, and to ensure the process is being followed appropriately. Receive, process, and track all requests to hire received from DLS managers from receipt to employee’s start date.
• Provide administrative support for the annual Continuing Legal Education (CLE) seminar by preparing meeting materials, name badges, following up on reservations, etc. Prepare and lead support staff CLE separately.
• Support DLS Leadership in coordinating and/or scheduling division executive team meetings and projects.
• Supervise administrative staff; mentor staff in other areas; serve as resource for questions regarding policies and procedures; maintain oversight of the reception desk.
• Respond to inquiries from state officials, customers, vendors, and the public regarding agency matters.
• Research assigned issues, compile pertinent information, prepare and maintain complex reports.
• Work as a team with the Directors Office support staff.
• Work with Facilities Management in matters relating to DLS office moves/changes; submit requests for state ID badges.
• Review DLS processes and procedures and work with DLS leadership to identify areas where improvement or process revision is needed. Prepare process revision plans and implementation.
• Receive, review, log, and process DLS timesheets prior to submitting to DFAS Grants.
• Assist in receiving, reviewing, tracking, and processing Rules and Regulations submitted from DSS divisions.

All you need for success:
Minimum Qualifications:

• Five years of related administrative experience, with at least three years of advanced administrative duties.
• Ability to work in a high-paced work environment, with changing deadlines and priorities.
• Ability to work independently, with minimal direction and supervision, exercising sound judgment and maintaining a high level of discretion in dealing with sensitive/confidential information and personnel issues.
• Ability to work with a high degree of accuracy and dependability.
• Extensive experience with Microsoft Office software - Outlook, Word, Excel, PowerPoint.
• Ability to effectively communicate in person and in writing with a diverse group of customers.
• Thorough knowledge of grammar, composition, spelling, office practices, procedures, systems, and equipment.
• Ability to supervise, instruct, and train subordinates.
• Ability to multi-task and work for several people. Must be well organized.
• Familiarity with state government structure – executive branch (departments), legislative branch (process), etc.

Preferred Qualifications: This position will also perform other related work as assigned based on desired goals and objectives. Interested candidates should possess comprehensive knowledge of business grammar, composition, and spelling; and computer information systems and software such as Word, Excel, and Adobe Acrobat Pro. Prior experience within DLS is preferred, but not required.

More reasons to love this position: 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.

If you have questions about this position please contact: Lisa Soldan at Lisa.Soldan@dss.mo.gov . If you experience accessibility issues while applying, please contact Courtney Hall at Courtney.A.Hall@dss.mo.gov or call 573-751-4244.

Recruitment Area: All qualified applicants.

Application Deadline: May 31, 2023

The State of Missouri is an equal opportunity employer.

We celebrate diversity and are committed to creating an inclusive environment for all employees.