Executive Assistant - Executive 2

Job Details

Working Title: Executive Assistant
Job Class: Executive 2
Agency: Human Services Dept

• Job ID: 85775
• Location: St. Paul
• Telework Eligible: Yes, (See changes below, effective 06/01/2025)
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 04/24/2025
• Closing Date: 04/30/2025
• Hiring Agency/Seniority Unit: Human Services Dept / DHS Central Office AFSCME
• Division/Unit: DHS-Central Office / BHDH Administration
• Work Shift/Work Hours: Day Shift / 8:00am to 4:30pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $25.73 - $35.69 / hourly; $53,724 - $74,520 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: K
• FLSA Status: Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

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.

Job Summary

• Telework is available for employees residing in a bordering county to the state of Minnesota. Generally, employees may telework up to 50% of their scheduled workdays each month from their assigned permanent/principal work location, subject to approval. Furthermore, employees living 75 miles or more from their principal work location may receive an exception to this 50% telework rule based on business needs.

**Flexible work hours may be permitted with supervisor approval.

This position manages a changing mix of projects, role assignments, and ongoing responsibilities associated with the Behavioral Health Administration (BHA) Assistant Commissioner (AC) and the DHS Commissioner's office. In a logistics coordination and project management role, support the administrative needs of the BHA AC and the BHA office. Serve as lead for assigned projects and functions.

Manage the daily schedule of the BHA AC, including operations, communications, and transactions. Serve as administrative liaison with assigned groups on behalf of the BHA AC and the office of the DHS Commissioner.

Prepare presentation materials and briefings; coordinate meetings and disseminate associated materials. Handle logistics for interagency meetings.

Handle logistics and meeting arrangements with legislators and BHA stakeholders statewide. Interact with executives from outside organizations and/or their delegates to assure appropriate communications and information share is accurate and timely. Lead the BHA AC's response to log letters and outside requests for information.

Some responsibilities include but are not limited to:

• Manage the daily operations, communications, transactions, and schedule of the BHA AC. Provide an array of administrative services and support for the BHA AC.
• Administratively support and coordinate meetings and events for the BHA.
• Coordinate logistics, document support, preparation of minutes, and serve as administration liaison for high visibility work groups involving the BHA AC.
• Manage administrative processes and workflows associated with reports and legislation prepared by and/or needing the clearance of the BHA AC and/or BHA Deputy AC’s and Directors.

Qualifications

Minimum Qualifications

Experience providing high-level administrative support as an executive administrative assistant supporting multiple senior managers and demonstrating the following:

• Accounting/Budgeting/Expense knowledge related to expense reports, budget tracking, approvals.
• English Language sufficient to be competency in the use of proper Business English, spelling, and grammar skills sufficient to prepare, review, edit, compose documents and maintain a high-level of confidentiality in dealing with sensitive information.
• Communication Skills sufficient to support C-Suite executives (CEO, CFO, COO, or CIO) with projects and various administrative tasks.
• Customer Service Skills sufficient to provide high level clerical support for C-Suite executives (CFO, CEO, COO, CIO) of an organization(s), including calendar management, meeting organization, creating and facilitation clear, concise, courteous, prompt, and effective customer service in-person, via email or phone to internal and external stakeholders’ business communication.
• Database, Documents, and Records Management skills sufficient to record, track and update spreadsheets and business software programs.
• Computerized Inventory Control Systems to inventory and access the impact of computer and telecommunication problems.
• Development of Administrative and Programmatic Procedures related to office management.
• Leadwork Skills to plan and coordinate projects regarding administrative and program problems and issues by researching, developing, and recommending courses of action.
• Spreadsheets proficiency to create, manage and incorporate into MS Office Suite programs along with Adobe Acrobat products, ensuring a professional appearance and complying with Minnesota accessibility requirements.
• Word Processing skills sufficient to such as Microsoft Word, to type and format letters, memos, reports, and minutes of meetings, Microsoft PowerPoint, to create, format, and edit presentations. Prepare, edit, and finalize emails, memos, reports, and/or other documents and types of written communication that are grammatically correct, in proper format, and free of spelling errors.

Preferred Qualifications

• Variety of experiences working effectively with others from different backgrounds and cultures.
• Three (3) three years of experience providing high level-level administrative support with two (2) year of experience supporting C-suite executives (CEO, CFO, COO, or CIO).
• Broad-based understanding of how state agencies function to provide fully informed support and administrative functions.
• Knowledge of state government and policies, particularly as it pertains to the administration and executive-level coordination of the Commissioner’s Office.
• Knowledge of the Department’s organization structure, policies and procedures, mission and goals, legislative process, program budgets, as well as laws and regulations governing departmental functions and personnel.
• Ability to organize workload based on prioritize of work assigned.
• Ability to work independently and on a team, use sound judgment to make decisions, research and resolve problems.
• Advance skills using Microsoft Office Suite, specifically MS Outlook shared calendar management, SharePoint, PowerPoint, and video conferencing programs.

Additional Requirements

• Minnesota Department of Human Services(DHS) criminal background check will be conducted on all finalistsfor this position. Finalists must pass the DHS background check.
• Employee reference checks will be conducted on all finalists. This may include a review of documentation related to job performance. It also includes contact with the applicant's former employer(s).

Application Details

How to Apply

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the Careers Help Desk at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers.

Contact

If you have questions about this position, contact Teresa Steinmetz at teresa.steinmetz@state.mn.us.

To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID# 85775, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Dennis Stevenson at dennis.b.stevenson@state.mn.us.

If you are an individual with a disability and need an ADA accommodation for an interview, you may contact the Department of Human Services’ ADA Coordinator at 651-431-4945 or DEPARTMENT OF HUMAN SERVICES_ADA@state.mn.us for assistance.

About Human Services Dept

WE MAKE A DIFFERENCE! The Minnesota Department of Human Services impacts the lives of 1.7 million people every year, helping them meet their basic needs so they can achieve their highest potential.

Working together to improve the state we love.

What do Minnesota's State employees have in common?

• A sense of purpose in their work
• Connection with their coworkers and communities
• Opportunities for personal and professional growth

Benefits

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

Your benefits may include:

• Paid vacation and sick leave
• 12 paid holidays each year
• Low-cost medical, dental, vision, and prescription drug plans
  • Fertility care, including IVF
  • Diabetes care
  • Dental and orthodontic care for adults and children
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
• Tax-free expense accounts for health, dental, and dependent care
• Resources that provide support and promote physical, emotional, social, and financial well-being

Support to help you reach your career goals:

• Training, classes, and professional development
• Tuition reimbursement
• Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov)

Employee Assistance Program (EAP) for work/life support:

• A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
• Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
• Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

EQUAL OPPORTUNITY EMPLOYERS

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

APPLICANTS WITH DISABILITIES

Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.