Working Title: Executive Assistant - Exec 2Job Class: Executive 2Agency: Corrections Dept
Job ID : 78417
Location : St. Paul
Telework Eligible : Yes
Full/Part Time : Full-Time
Regular/Temporary : Unlimited
Who May Apply : Open to all qualified job seekers
Date Posted : 07/13/2024
Closing Date : 07/22/2024
Hiring Agency/Seniority Unit : Department of Corrections
Division/Unit : Corrections - Community Services/Field Services
Work Shift/Work Hours : Day Shift/8:00 am - 4:30 pm
Days of Work : Monday - Friday
Travel Required : Yes, up to 10% of the time
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 (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : 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.This position provides high level confidential, executive administrative assistance to the Corrections Field Services Director, Corrections Community Services Regional Directors, and the Field Services Admin team. This position will provide backup assistance to the Corrections Field Services District Supervisors and the District Offices. This position will serve as a point of contact for both external stakeholders and internal employees on a variety of matters.Responsibilities include, but are not limited to the following:
Coordinate communications and assigned project management tasks with minimal supervision to ensure prompt handling of matters regarding the Corrections Field Services Director, their direct reports, and other members of the Field Services executive team.
Provide executive-level administrative assistance to Corrections Field Services Director, their direct reports, and other members of the Field Services executive team so that their goals and objectives are met in an ongoing, timely, and efficient manner.
Act as primary liaison between the Corrections Field Services Director and other members of the Field Services team members.
Interpret administrative policies, procedures, and processes to agency staff, state and local officials, and the public by answering their inquiries.
Independently prepare and sign correspondence to general inquiries.
Manage complex calendars, and schedule meetings and appointments.
Develop preliminary drafts, final memos, letters, reports and other documents independently.
Prepare necessary purchase order requisitions and authorizations.
Prepare presentations and materials for executive staff.
Maintain designated SharePoint sites.
Work Location and Telework: The specific Minnesota work location will be determined at the time of appointment based on department business needs and applicant availability. This position is primarily telework, however some travel to in-person meetings and/or statewide Field Services District Offices may be required. Completion of a telework agreement will be required. Teleworking employees are required to live in Minnesota or a bordering state.Minimum QualificationsTo be qualified for and considered for this position, applicants must meet all of the minimum qualifications listed below. Ensure that your resume contains descriptions of your work experiences sufficient for comparison against the requirements stated below and indicate the beginning and ending month and year for each job held.A minimum of one year of executive, administrative, or support assistant experience that includes the following:
Experience coordinating or managing projects or maintaining complex calendars with strong attention to detail.
Excellent communication skills sufficient to respond to internal and external parties including executive team; DOC staff; governor's office; members of the legislature; judges; county attorneys; sheriffs; and other elected officials/staff; state, federal and local government and public agencies; corrections/criminal justice organizations/departments; public; and new media.
Knowledge of computer software applications, such as Microsoft Office Suite, including:
Word processing software, such as Microsoft Word, sufficient to create letters, memos, and correspondence in appropriate business style.
Spreadsheet software, such as Microsoft Excel, sufficient to draft, edit documents, and produce reports.
Presentation software, such as Microsoft PowerPoint, sufficient to draft and edit presentation-quality materials.
Experience in multi-tasking and working under pressure to prioritize multitude of tasks with frequent interruptions.
Preferred Qualifications
Two (2) or more years of experience providing executive or administrative support.
Project management experience.
Knowledge of data privacy and the Minnesota Data Practices Act.
Skills in compiling, interpreting and formatting data and communicating the results with clarity and accuracy.
Proven ability to maintain confidentiality of data and use discretion.
Physical RequirementsThe selected finalist is required to review and sign a Physical Demands Analysis (PDA) for this position. For a copy of the PDA, please email Teresa Moen at teresa.moen@state.mn.usAdditional RequirementsThe selection process may include screening the top candidate(s) on their criminal history, predatory offender registration, offender associations and/or other applicable background information in accordance with Department of Corrections’ policy. Top candidate(s) must pass a criminal history check which includes successful completion of all sentencing and/or restitution requirements of law enforcement jurisdictions, including probation.Employment history/reference checks, including incidents of sexual harassment, will also be conducted on the top candidate(s) in accordance with Department of Corrections’ policy. This may include a review of job performance and discipline records.New employees will be fingerprinted within the first 30 days of employmentAN EQUAL OPPORTUNITY EMPLOYERMinnesota 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.
Full-time