MISSOURI DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION

“Missouri public schools:  the best choice… the best results!”

www.dese.mo.gov

 

 

VACANCY NOTICE

 

 

Vacancy Title:    Administrative Assistant


Job Order Number:   10298885

 

Domicile Location:   Jefferson City


Section/Office:  Educator Development / Office of Educator Quality


Salary:   $26,160


Deadline:   December 13, 2013

 

 

 

EDUCATION AND EXPERIENCE

Graduated from high school. 

 

Work experience or a training program that has prepared the individual to perform the duties of an assistant.  Including business communications, public relations, secretarial accounting, filing systems and records management, conference and meeting coordination and recording, report preparation, and office equipment operation.

 

(Other qualifications and experience, which in the opinion of the Commissioner of Education meet the requirements of the position may be accepted in lieu of the above.)

 

 

 

KNOWLEDGE, SKILLS AND ABILITIES

 

Proficient Microsoft Outlook, Excel, Access, PowerPoint and Adobe Acrobat.

 

Working knowledge of business English, punctuation, grammar, spelling and arithmetic.

 

Skill in typing accurately from rough draft, plain copy or notes at a working rate of speed.

 

Ability to maintain moderately complex clerical records and to prepare reports from such records.

 

Ability to use knowledge of procedures, regulations and laws in making routine decisions.

 

Ability to use coding and filing systems.

 

Ability to check numbers and written material for accuracy.

 

Ability to understand and follow written and oral directions.

 

Ability to make arithmetic computations and tabulations accurately and with reasonable speed.

 

Ability to type a minimum of 50 words a minute.

 

Ability to be self-directed and self-motivated to be as effective and efficient as possible.

 

Ability to make good decisions based on data.

 

Ability to lift 50 pounds.

 

Ability to be a valued team member willing to assist others on projects/programs/peak times, offering input, ideas, alternatives, creativity, or time-saving/efficiency measures, etc.

 

Skill in web maintenance.

 

 

 

 

EXAMPLES OF WORK PERFORMED

 

Order materials, supplies, and equipment for the office.  This includes consolidating requisitions, contacting vendors for price quotes and physical specifications, and submitting completed requisitions to DESE accounting office.

 

Design complex access database files, data entry, and running queries and reports. 

 

Prepares contracts for administrator mentors and other contracts as needed.

 

Acquire the necessary signatures of designated parties within DESE and other contractual parties to ensure contracts are in place by the designated time.

 

Process monthly expense reports for our staff as well as outside vendors.

 

Maintain all expense accounts for section.

 

Maintains records of DPR’s, programs, vendors, invoices and expense accounts, filing all in an orderly, easily accessible manner.

 

Monitor the process of requisitions, invoices, and expense reports in order to stay within a reasonable timeline for payment of bills.

 

Communicate with internal personnel and people outside of DESE via telephone and electronic or written correspondence.

 

Prepare periodic expenditure tracking reports for various funding sources within the office.

 

Assist with preparations for upcoming meetings and workshops.

 

Assist in the preparation and/or revision of brochures for programs.

 

Maintain mentoring portion of the website.

 

Compose and type correspondence and inter-office communications dealing with routine matters, following specified procedures and/or oral instruction.

 

Proof read/edit completed work for other staff members as requested.

 

Receive visitors and answer telephone calls as a customer service professional.

 

Set up and organize files; sort, classify and file material; purge obsolete material; and remove and return material requested from files.

 

Arrange state fleet requests, as well as other travel accommodations, and provide other administrative support functions for staff. 

 

Maintain and schedule appointments for staff.

 

 

Enter and track leave for section using SAMII.

 

Open and sort daily incoming mail.

 

Serve as primary contact with the Administrative Mentoring Program.  This includes preparing contracts, invoicing school districts, processing yearly stipends and assisting mentors and mentees throughout the program with questions or other assistance as needed.  Use Form Hog for contract approval.

 

Assist with the Teacher of the Year Program. This includes preparing contracts, processing expense reports, planning details and set up for the Teacher of the Year clinic and banquet.

 

Provide accounts receivable and payable functional support for the Leadership Academy through MyLearning Plan.

 

Serve as back up support for the Executive Assistant when needed.

 

Operates standard office equipment, such as calculator, copy machine, fax machine, personal computer and/or computer terminal keyboard with video display.

 

Other duties as assigned.

 

 

 

APPLICATION PROCEDURE

All applications MUST be submitted electronically to be considered for the review process.  Complete the employment application at http://www.dese.mo.gov/divadm/humanres/documents/Employment_Application_2005.pdf.  It is recommended to save the application before attaching to an email.  Attach a scanned copy of college transcripts (if applicable for position) with the application.  An e-mail confirmation will be sent once the application is received electronically.  

 

NOTE: If a college degree is a requirement for this position, transcripts MUST be submitted with the application in order to be considered for employment.  Failure to include transcripts (when required for the position) with your application will eliminate the application from the review process.

 

We do not keep applications on file to submit for other vacant positions.   You must submit an application for each vacant position you are applying for. 

 



BENEFITS (For a Full-Time Position)

 

ANNUAL LEAVE:  Accrue 10 hours per month for new full-time employees, longer term State employees can earn more. Prorated leave for part-time employees in eligible positions.

 

SICK LEAVE:  Accrue 10 hours per month.  Prorated leave for part-time employees in eligible positions.

 

HOLIDAYS:  12 holidays per year.

 

RETIREMENT:  Coverage provided through the Missouri State Employees Retirement System (MOSERS).

 

LIFE INSURANCE:  Term life insurance coverage, equal to one times employee's annual salary, through the Missouri State Employees Retirement System.

 

OPTIONAL LIFE INSURANCE:  Optional term life insurance available with maximum coverage of six times member’s annual salary.  Plans are also offered for spouse and dependents. Premiums paid by employee.

 

CAFETERIA PLAN:  Easy tax savings on employee’s cost for qualified payroll-deducted insurance plans, medical care, and dependent care.

 

HEALTH PLANS:  Employer-paid/subsidized plans available the first day of the following month after employment.

 

DENTAL PLANS:  Delta Dental insurance coverage is available.

 

VISION PLAN:  Vision Service Plan (VSP) is available. 

 

DEFERRED COMPENSATION:  A payroll deduction deferred compensation plan available to defer taxes until retirement by investing in mutual funds and a fixed income account is currently provided.

 

 

 

Equal Opportunity and Affirmative Action Employer

 

Missouri Department of Elementary and Secondary Education is an Equal Opportunity Employer. If you have special needs addressed by the Americans with Disabilities Act (ADA), please contact Human Resources at (573) 751-9619, through Missouri Relay System at (800) 735-2966, or via email at hr@dese.mo.gov.    


To Our Applicants with Disabilities:  For assistance with any phase of the Department process, please notify the Director of Human Resources at (573) 751-9619.  Reasonable attempts will be made to accommodate special needs.


TTY/TDD users:  Relay Missouri service (800) 735-2966.

 

 

 

NOTICE OF NON-DISCRIMINATION

 

The Department of Elementary and Secondary Education does not discriminate on the basis of race, color, religion, gender, national origin, age, or disability in its programs and activities. Inquiries related to Department employment practices may be directed to the Jefferson State Office Building, Human Resources Director, 8th floor, 205 Jefferson Street, P.O. Box 480, Jefferson City, Missouri 65102-0480; telephone number (573) 751-9619 or TYY (800) 735-2966.