Executive Assistant

Executive Assistant - Career & Technical Education (CTE)
Location: Bismarck, ND (Onsite)
Full Time

Summary of Work

The Executive Assistant provides comprehensive administrative, operational, financial, and human resources support to the State Director, Assistant State Director, and Finance Director within the Department of Career and Technical Education. This position plays a key role in supporting statewide CTE initiatives by ensuring efficient office operations, maintaining compliance with state requirements, coordinating board and agency activities, and assisting with HR and fiscal processes.

This role is an opportunity to contribute to work that impacts educators, students, workforce development, and communities across North Dakota.

Duties and Tasks

Executive & Administrative Support

• Manage calendars, meetings, correspondence, and communications for agency leadership.
• Coordinate internal operations including office coverage, daily workflow, and internal communication.
• Ensure compliance with applicable state and federal regulations, policies, and procurement requirements.
• Provide administrative support for the State Board for Career & Technical Education, including:
  • Organizing monthly board meetings
  • Preparing and distributing agendas, meeting materials, and documentation
  • Recording, transcribing, and maintaining official minutes and records
  • Coordinating board member travel and reimbursements
  • Serving as liaison to the Secretary of State for public notices and statutory requirements
• Coordinate quarterly meetings for local CTE administrators.
• Support credentialing processes for CTE administrators.
• Participate in committees to develop, review, and improve agency policies and procedures.

Financial & Human Resources Support

• Administer employee payroll, benefits, onboarding, status changes, terminations, and related HR processes.
• Ensure accuracy in payroll processing through review of timesheets, leave usage, and payroll transactions in PeopleSoft.
• Maintain personnel records, position descriptions, classifications, and HR documentation in compliance with retention standards.
• Coordinate all aspects of recruitment, including job postings, application screening, interviews, documentation, and applicant communication.
• Serve as liaison with NDPERS, OMB, Human Resource Management Services, and other state entities on HR and payroll matters.
• Provide guidance to staff and supervisors on HR policies, benefits, leave, and payroll procedures.
• Coordinate employee orientation, training activities, recognition programs, and service awards.
• Maintain HRIS databases and tracking systems.
• Verify invoices, billing transactions, and supporting documentation to ensure compliance with fiscal procedures.
• Assist in preparing and submitting federal, state, payroll, and HR reports.

Operational Support

• Serve as the agency liaison for Risk Management and Workers' Compensation, including incident reporting, safety initiatives, and continuity of operations planning.
• Manage the agency wellness program and serve as the Wellness Coordinator.
• Administer the state fleet program, including driver training, vehicle coordination, and travel voucher verification.
• Oversee agency records management, including inventory, retention, disposal, and asset documentation.
• Serve as the Asset Management Administrator and coordinate surplus property processes.
• Manage procurement activities including purchasing, contracting, bidding, leasing, and providing purchasing guidance to staff.
• Serve as the primary operational liaison with North Dakota Information Technology (NDIT) and other state agencies.
• Maintain agency operational resources such as directories, forms, policies, digital platforms, meeting room schedules, and the CTE active directory.
• Coordinate office supply and equipment purchases.
• Support planning and execution of the annual CTE Professional Development Conference, including registration, vendors, sponsors, materials, onsite operations, and financial reconciliation.
• Provide logistical support for meetings, workshops, and training events.
• Administer the Director's Awards of Excellence program, including ordering awards, maintaining records, and coordinating recognition activities.

Minimum Qualifications

4 years of administrative experience or

2 year associate degree in a business related field and 2 years of administrative experience

Experience with Microsoft Office 365, Microsoft Teams

Preferred Qualifications

Bachelors degree in a business related field

Experience with SharePoint, PeopleSoft, Grants.gov, Peoplesoft, SAM, Adobe, Website posting and general maintenance of information

About Team ND

"Far and away the best prize life offers is the chance to work hard at work worth doing." - Theodore Roosevelt

More than 7,500 talented, hard-working people across sixty-three agencies have come together as Team North Dakota. At Team ND, we are driven to succeed through gratitude, humility, curiosity and courage. Our purpose is to empower people, improve lives, and inspire success. Join us in being legendary.

Total Rewards: The State of North Dakota is committed to providing team members with a strong and competitive rewards package that support you, your health and your family.

Considering a new position on Team ND? How does your current position stack up? Use our Total Rewards Calculator to estimate.

Application Procedures

Submit your application, cover letter and resume on the ND Careers website by 11:59 p.m. CT on the closing date. Include details in your resume showing how your background aligns with the position.

Applicants must be legally authorized to work in the United States. CTE does not provide visa sponsorship.

Requires successful completion of the interview process, and reference checks. A criminal history record check will also be conducted on the successful candidate prior to hire.

Questions or Accommodations?
Kari Dunn, HR Business Partner
kdunn@nd.gov
For technical issues, contact recruiter@nd.gov or (701) 328-3290.

Agency Specific

Career & Technical Education (CTE) supports programs that equip North Dakota learners with the academic, technical, and employability skills needed to succeed in today's workforce. By joining our team, you will contribute to statewide initiatives that strengthen students, schools, and communities.

Equal Employment Opportunity

The State of North Dakota and this hiring agency do not discriminate on the basis of race, color, national origin, sex (including sexual orientation and gender identity), genetics, religion, age or disability in employment or the provisions of services and complies with the provisions of the North Dakota Human Rights Act.

As an employer, the State of North Dakota prohibits smoking in all places of state employment in accordance with N.D.C.C. Sect. 23-12-10.