Jobs for People with MS: National MS Society

Working Title: Executive Assistant / Office & Administrator Specialist Senior

Agency: Human Services Dept

• Job ID : 84773

• Location : St. Peter

• Telework Eligible : Intermittent -This position has a flexible work arrangement that may allow for Telework (https://mn.gov/mmb-stat/policies/1422-telework-effective-7-21-21.pdf) or a mixture of working in our office andTelework (https://mn.gov/mmb-stat/policies/1422-telework-effective-7-21-21.pdf) .

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 03/14/2025

• Closing Date : 03/24/2025

• Hiring Agency/Seniority Unit : Human Services Dept / DHS St Peter AFSCME

• Division/Unit : St Peter / Forensic Behavioral Health

• Work Shift : Day Shift

• Work Hours : 8:00am - 4:30pm

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $21.90 - $29.65 / hourly; $45,727 - $61,909 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : Forensic Behavioral Health

• 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 Minnesota Department of Human Services (DHS) is seeking qualified and enthusiastic individuals to join our Forensic Services within the Direct Care and Treatment (DCT) division of agency.

The Forensics Services (FS) campus in St. Peter is comprised of the Forensic Mental Health Program and the Forensic Nursing Home. Forensics Services provides mental health evaluation and treatment services to individuals diagnosed with a mental illness who present a risk to public safety. This is a safe and secure treatment environment. This position primarily works outside of the secure enviroment.

The Forensic Mental Health Program in St. Peter is looking for an enthusiastic Executive Assistant! This position provides technical and administrative support services for the FS Executive Director of Behavioral Health (EDBH) and the Clinical Departments, including Psychology, Social Work, Clinical Operations, Spiritual Services, Behavior Support Team, and Rehabilitation Departments. This includes managing the office of the FS EDBH so that administrative affairs are addressed promptly and efficiently. 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. This person also provides adjunctive clerical services to the Clinical Departments as needed. The employee in this position will be responsible for coordinating and maintaining a CCE Clinical Competency Evaluation system, to verify staff are meeting professional standards. The person in this position will prepare written and oral replies on a wide range of subjects. Responses are often non-routine and explain procedures and the rationale for decisions. Perform various clerical functions including copying and distributing documents; processing legal documents; collecting, tracking and summarizing data; overseeing administrative record management and movement; maintaining current employee and patient information systems, ordering and maintaining of clinical department specific requested supplies, and maintaining an accurate record of department spending. Provide internal customers with information, assistance and services. Issues may require explanations of complicated procedures and/or cover multiple program areas. Contacts include communications with various outside agencies as well as the general public. The incumbent must be able to perform the essential functions of the job, with or without reasonable accommodation. Performs other duties as assigned.

Other duties include:

• Provide routine and specialized administrative support services for the FS EDBH and other senior managers within FS.

• Clerical tasks, including to assist in the development/maintenance of a campus-wide electronic filing and email system including e-mail distribution lists, various SharePoint sites, etc.

• Serve as campus leader in the use of SharePoint.

• Facilitate Department and Inter-Department Communication.

• Compliance with all administrative policies and procedures to ensure compliance with all standards and rules.

Minimum Qualifications

• Customer Services skill sufficient to provide information to clinical services staff members and partners, including phone calls and walk in contacts in helpful and courteous manner within a forensic healthcare setting.

• Data Entry skills sufficient to create database records and update entries or create and apply the basics of spreadsheets and supply/retrieve information in databases.

• Database Management skills sufficient to maintain database systems and records as assigned.

• Desktop Publishing skills sufficient to produce materials and develop and maintain mailing lists and other documentation accurately and with proficiency.

• Spreadsheets skills sufficient to develop and modify basic spreadsheets, and sort and extract data.

• Typing/Keyboarding skills sufficient to complete a variety of reports, meeting minutes letters and data summaries.

• Word processing skills sufficient to develop and modify a variety of correspondence, records and reports; perform mail merges, develop forms and charts.

• Strong organizational and time management skills.

Preferred Qualifications

• 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.

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.