MISSOURI DEPARTMENT OF ELEMENTARY AND SECONDARY EDUCATION
“Missouri public schools: the best choice… the best results!”
Vacancy Title: Administrative Assistant
Job Order Number: 10032763
Domicile Location: Jefferson City
Section/Office: Family and Consumer Sciences and Health Services / Office of College and Career Readiness
Deadline: Opened Until Filled
Graduation from high school or the G. E. D. equivalent.
Minimum of two years experience as an Administrative Assistant or several years of experience successfully performing progressively responsible support tasks including two years of which involved paraprofessional or technical support duties.
(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.)
Possess knowledge and skill in Microsoft applications such as Word, Access, PowerPoint, Excel and Publishers.
Possess knowledge and skill in Adobe Acrobat applications, including Contribute for website management.
Be able to understand and execute both written and oral directions.
Possess thorough knowledge of spelling, punctuation, grammar, and communication skills.
Possess good organizational skills.
Possess general record keeping knowledge.
Publisher and financial software such as Quicken.
Perform duties with minimum of supervision.
Be accurate and proficient in keyboarding (55 wpm or higher).
Operates standard office equipment such as a calculator, copy machine, computer, scanner and fax machine.
Be able to understand and execute both written and oral directions.
Be able to maintain effective working relationships with staff, local, state, and federal agencies, and the public.
Utilize, maintain and create new systems within an extensive Microsoft Access database.
Creates a variety of materials including letters, statistical reports and exhibits. This includes collecting and summarizing data for special and periodic reports, which may involve a specialized vocabulary and interpretation of policy.
Proofreads manuals and technical reports to ensure accuracy.
Collects data for and maintains unit budget, prepares and checks expense accounts. Maintains fiscal, time, leave and personnel records for the section.
Reviews bills and invoices for accuracy before completing payment paperwork.
Maintains accurate fiscal records, makes bank deposits and prepares invoices.
Can be bonded.
Review documents and contracts to ensure they are complete and accurate. Routes documents and contracts to appropriate party(ies) for review, signature and processing.
Prepares expense reimbursement forms for individuals attending Department sponsored events such as advisory committees.
Maintains equipment and supply inventory and orders equipment and supplies.
Designs electronic and other forms to be linked and posted with the Adobe Contribute software for the purpose of capturing section information in a consistent and useable format.
Assists in creation of brochures, newsletters, PowerPoint presentations, flowcharts, directories and other meeting items.
Assists with conferences and/or workshops; support to include registration, creation and dissemination of materials, making logistical arrangements, preparing invoices, and taking minutes.
Process chapter affiliations and create appropriate reports.
Provides support for approximately 400 FCCLA chapters, advisors and Alumni & Associates.
Serves as a contact with FCCLA National Headquarters in relation to affiliation, meeting registrations and other support functions.
Process chapter affiliations and create regional, state and national reports appropriately.
Manages data and coordinates materials for statewide competitive events.
Responds to telephone requests for technical assistance by answering questions, copying and mailing resources, and identifying available resources.
Plans and coordinates the clerical and minor administrative functions of the section, interprets rules and regulations, and reviews documents and reports for compliance with policy.
Receives, opens, sorts and distributes section’s mail, composes and/or types letters in reply, supervises the dispatch of outgoing mailings.
Sets up and organizes files, sorts, classifies and files material; purges obsolete material; removes and returns material requested from files.
Updates and maintains databases, including an extensive Microsoft Access data base and spreadsheets including Family Consumer Sciences and Human Services teacher label list for districts within the state and, section data base; requests labels as needed.
Cross checks secondary core data reports with teacher certification to determine eligibility for reimbursement and updates teacher list. Computes and enters reimbursement amounts for payment of program salaries, grants and equipment.
Maintains a list of teachers and approved programs in program areas at the secondary and postsecondary levels. This includes hospitality and tourism, early childhood, human services, textiles and apparel and family focused programs.
Create and maintains the section web page on the DESE website in order to provide service and information.
Prepares section newsletter for website.
Coordinates and maintains the teacher List Serve.
Perform other duties as assigned.
Complete a DESE application online at http://www.dese.mo.gov/divadm/humanres/documents/Employment_Application_2005.pdf. Please attach a scanned copy of your transcripts with the application. You will receive an e-mail confirmation when your application is received online.
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.
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.
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 firstname.lastname@example.org.
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.
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.