THE MISSOURI DEPARTMENT OF
ELEMENTARY AND SECONDARY EDUCATION
“Missouri public schools: the
best choice… the best results!”
Vacancy Title: Executive Assistant III
Job Order Number: 9170233
City: Jefferson City
Section/Division: Commissioner of
Education
Salary Range: $34,296 to $39,936
Deadline: February 16, 2010
QUALIFICATIONS
DESIRABLE CANDIDATES SHOULD POSSESS
(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
following.)
Graduation from high school or G.E.D.
equivalent. Associates or
Bachelors degree is preferred.
Two years of experience as an Administrative Assistant III; two years of experience as an Executive Assistant II; or nine or more years of experience successfully performing progressively responsible support tasks of which at least four years involve the direct support of middle to upper management.
Proficient in using Microsoft Office software.
Thorough knowledge of business English, spelling and arithmetic.
Considerable knowledge of the principles of office management and supervision and of standard record maintenance procedures.
Working knowledge of bookkeeping methods and principles.
High-level skill in typing accurately at a working rate of speed from rough draft, plain copy, transcription equipment, and/or written dictation.
Maintains a good professional appearance and possesses and uses professional telephone etiquette.
Thorough knowledge of Department in order to direct work, phone calls, and/or visitors.
Ability to communicate and express ideas
effectively, both orally and written.
Intermediate and/or advanced training in spreadsheet, database, calendar, and word-processing applications.
This position is occasionally
required to travel to attend meetings.
EXAMPLES OF WORK
PERFORMED
This is a support classification with primary responsibility to provide operational and logistical support to the Commissioner of the Department of Elementary and Secondary Education as well as the State Board of Education. A person in this classification may have formal and/or functional authority over employees performing a wide-range of administrative functions. An Individual in this classification can expect significant discretion and autonomy in the performance of duties. Work is often of a highly confidential and sensitive nature. A person in this classification can expect contact with all levels of Department staff, members of the State Board of Education, members of the legislature and legislative staff, executive and administrative staff of other agencies, school administrators, and the general public.
Supervisor instructions are general in nature. Work is reviewed periodically for accuracy and/or adherence to instructions.
ESSENTIAL FUNCTIONS:
The incumbent must have the ability to perform the essential functions below either with or without reasonable accommodation.
·
Commissioner’s calendar.
·
Commissioner’s travel arrangements, itineraries and
expense reports.
·
Assist with Commissioner’s presentations and
speeches.
·
Commissioner’s personal correspondence.
·
Commissioner’s weekly memorandum to the State Board
of Education.
·
Answer Commissioner’s telephone and maintain call
log.
·
Revise, rewrite and edit correspondence for
Commissioner’s signature.
·
Maintain Commissioner’s office files.
·
Maintain Commissioner’s archives (personal
correspondence, presentations, speeches and itineraries.)
·
Substitute State Board of Education meeting note
taker.
·
Maintain Commissioner’s rolodex.
·
Prepare and/or review correspondence, reports, and
other documents and forms before submitting to Commissioner for approval.
·
Take notes and/or shorthand of desired points in
Commissioner’s correspondence in order to transcribe, format, and submit for
review.
·
Draft and proofread correspondence, emails, and
reports in order to ensure proper format and grammatical structure.
·
Schedule meetings, rooms, and equipment for meeting
attendees accommodating Commissioner and/or State Board needs and schedules.
·
Schedule and/or arrange for hotel rooms, meals,
conference rooms and equipment, transportation, and other travel arrangements
in support of Commissioner’s schedule and meeting requirements and location.
·
Prepare detailed itineraries, travel directions, and
other travel support materials in order to provide service on a daily basis.
·
Appropriate and professional telephone
etiquette. Answer telephone in order to
provide service or to transfer to appropriate Department unit/person.
·
Mail and/or fax correspondence and/or meeting
materials to participants in order to provide service.
·
Travel to meeting locations in order to assist with
meeting and/or to take minutes.
·
Take notes and/or shorthand of meeting(s) discussion
points in order to prepare typed minutes and/or notes for Commissioner and
meeting participant(s).
·
Prepare expense reimbursement, invoice payment,
purchase requisitions, and other forms for appropriate signature before
forwarding for processing.
·
Notarize forms, letters, and other documents in
order to authenticate signatures.
·
Open, sort, and route mail to appropriate person(s).
·
Create and maintain file system (both hard copy
and/or electronic) in order to facilitate retrieval of documents at a later
date.
·
Participate on committees and/or work groups in
order to receive/exchange information.
·
Meet with other support staff in order to
communicate standards, procedures, disseminate information, or to coordinate
effort.
·
Other duties as assigned.
APPLICATION
PROCEDURE
Complete a DESE application online at www.dese.mo.gov/divadm/humanres/vacancies.html. You will receive an e-mail confirmation when your application is received online. The application may also be printed and mailed to: Human Resources, Missouri Department of Elementary and Secondary Education, PO Box 480, Jefferson City, Missouri 65102-0480. 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.
You may submit college transcripts with your application if
you choose. If applications are sent
separately from your application materials, please ensure that your
college/university sends the transcript in care of the Vacancy Number listed at
the top of this Vacancy Notice.
BENEFITS
(For a Full-Time Position)
VACATION: Generally accrue 10 hours
per month for employees with up to ten years of creditable service.
SICK LEAVE:
Generally accrue 10 hours per month.
FAMILY MEDICAL LEAVE: After 12 months or 1250 hours of employment, 12 weeks of
unpaid leave is available for employees as stated in the policy. Military Family Medical Leave is also
available.
ORGAN/BONE MARROW DONATION LEAVE: 5 workdays given for bone marrow donation and 30 workdays
given for organ donation.
SCHOOL-VISIT LEAVE: Up to 8 hours of paid leave for assisting in the classroom
with curricular activities or visiting with child’s teacher on curricular
activities and other events as outlined in the policy.
HOLIDAYS: 12
holidays per year.
RETIREMENT:
Vested after five years of creditable service.
LIFE INSURANCE:
Free basic life insurance coverage equal to one-times the employee's
annual salary. The minimum coverage amount will remain $15,000.
OPTIONAL LIFE INSURANCE:
Employee may purchase up to 6 times their annual
salary. Spouse and children life insurance coverage is
available.
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 of the following month after
employment.
DENTAL PLANS: Delta
Dental insurance coverage is available.
VISION PLAN: Vision
Service Plan (VSP) is available.
EMPLOYEE ASSISTANCE PROGRAM: You have up to six counseling sessions
available per family member annually per episode. The EAP
can help with things like stress, parenting, alcohol and drug abuse, marital
problems, anxiety, depression, legal issues, financial concerns and dependent
care issues.
DEFERRED COMPENSATION: Employees may enroll in the State of Missouri
Deferred Compensation Plan at anytime during employment at a minimum of $25 per
month.
Because the Missouri Department of Elementary and Secondary
Education values diversity in the workplace, people of all ethnic backgrounds,
disabilities, and veterans are encouraged to apply.
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.
To inquire about other employment opportunities,
please access our Web Page at: http://www.dese.mo.gov/divadm/humanres/vacancies.html
TTY/TDD users: Please access the DESE Job-Line via the Relay Missouri service at 1-800-735-2966.