Administrative Assistant

Summary / Objective

Provide clerical support to the Science Branch

This position must be available during the departments core business hours with a work schedule of 8 : 00am to 5 : 00pm Monday through Friday.

Essential Job Duties

• Utilize software programs such as Word, Excel, Adobe, PowerPoint, Raptor (MDC Financial System), FileBound (MDC Financial System), WebEx, Outlook, etc
• Verify and process purchasing card statements, expense reports and invoices for payment
• Conduct a broad range of office support and assistance that ensures the tracking and completion of branch projects and programs with a high degree of accuracy and thoroughness
• Serves as initial public contact by telephone, email or in person often answering more complex conservation-related questions from the public;

receives and resolves or refers citizen complaints

• Managing databases including data entry, scanning of documents, data verification and summarization
• Develop Science Notes, brochures, fliers, presentations, and other creative displays, as needed
• Designs, formats, and prepares forms and reports which includes performing research to complete tasks
• Prepares correspondence which involves interpretation, formatting, proofreading, and application of established policies and procedures
• Answer departmental process questions for internal and external stakeholders, and provide training, when necessary
• Facilitate Science Branch project proposal presentations
• Assists staff with travel, meeting, and conference arrangements
• Maintain office supply inventory and make purchases
• Data entry, scanning, and filing
• Maintains branch files and records using set protocols
• Back-up and / or assist administrative personnel, when needed
• Process incoming and outgoing mail and express shipping
• Troubleshoot office machines
• Performs other duties as required

Ancillary Job Duties

• Back-up and / or assist other administrative personnel, when needed.
• Troubleshoot office machines.
• Other duties, as assigned.

Education and Experience

• High school diploma or equivalent.
• At least three (3) years of progressively responsible professional experience.

Knowledge, Skills and Abilities

• Ability to use office equipment, such as copier, multi-line phone system, fax machine, scanner, 10 key machine and computer.
• Excellent customer service and communication skills.
• Time management and organizational skills.
• Attention to detail.

Work Environment

Work is performed in a standard office environment.

Physical Abilities

• Remain in a stationary position 70% or more of the time.
• Constantly operate a computer and other office productivity machinery.
• Frequently communicate and exchange accurate information.
• Clarity of vision at 20 inches or less.
• Regularly lift up to 5 pounds, correctly lift up to 10 pounds.
• Concentrated attention is required at all times.
• Regular attendance is a necessary and essential function.

Disclaimer

This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and other management as required.

The Missouri Department of Conservation reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment.

Management reserves the right to change job descriptions, job duties, functions, and requirements.

Exemption Status / Special Notes This position has been determined to be Nonexempt according to the Fair Labor Standards Act.

Employees must agree to accept compensatory time in lieu of cash payments in accordance with the Department's Compensatory Time Off and Overtime Policy.

Salaried and hourly employees are expected to use a mobile device-cellular phone for Department business, as needed. MDC promotes a Tobacco-Free (smoke and smokeless) working environment.

The Department of Conservation will only hire United States citizens and aliens authorized to work in the United States.

All new employees will be required to complete an "Employment Eligibility Verification" (Form I-9) and produce requested documentation after employment.

Candidates seeking initial employment or re-employment must submit to a drug screen following offer of employment. All persons employed with the state of Missouri shall file all state income tax forms and pay all state income taxes owed.