Executive Assistant - Financial and Administrative Services

Job Location: This position will be located at 205 Jefferson St., Jefferson City, MO 65101.

Why you’ll love this position:

The Division of Financial and Administrative Services is responsible for distributing all federal and state funds to local school districts, public charter schools and other agencies that provide education-related services. The division assists local school officials with budgeting, audits, and the reporting of financial statistics, both state and federal. The division also provides assistance with school administrative and governance issues. Other personnel in this division administer the federally-funded school lunch and breakfast programs. This division also manages the department's internal business operations, such as accounting and procurement, budget, and human resources.

• Board materials - Coordinate, prepare, review, edit, and post monthly State Board of Education agenda items for the division.
• Onboarding/Off-boarding - Complete duties associated with new and resigning FAS employees including the preparation of necessary paperwork for employees to get all necessary equipment, office set-up, night access, and keys.
• Budget - Assist in the preparation, editing, compilation and distribution of budget books.
• Back-up Support - Assist the Executive Assistant to the Deputy of the Division of Financial and Administrative Services (division), as requested, and serve as back-up when needed.
• Security - Prepare and track SAM II/MOVERS security requests.
• Budget and Legislative Hearings - Access house and senate websites to find department hearings and place notice on the calendars of Chief Budget Officer and Budget Director.
• Administrative Rules - Prepare, review and/or modify administrative rules for the division for submission to the Secretary of State’s Office
• Document Preparation
  • Prepare SAM II/MOVERS documents for maintaining expenditure and program controls.
  • Create/process departmental purchase requisitions.
  • Review bills and invoices for accuracy.
  • Prepare and/or approve expense reimbursement and prepare payment forms.
• Floor Central Office receptionist - act as receptionist, cover phones, and distribute mail.
• Operational and logistical support - support the Chief Operations Officer and the Chief Budget Officer in arranging appointments, maintaining calendars, and making travel arrangements.
• Back-up Support - serve as back-up web maintainer for Financial and Administrative Services, and back-up agency facility coordinator to assist with maintenance and housekeeping requests.
• Conference room schedule - serve as scheduler for assigned conference rooms.
• Monthly Reports - run monthly budget report and distribute via email.
• Special Projects - complete as assigned.
• Demonstrate regular, reliable, and engaged attendance.

Minimum Qualifications:

• Graduation from high school or high school equivalent.
• Three years of progressively responsible clerical and secretarial work, including one year in an advanced level position.

The State of Missouri offers an excellent benefits package that includes a defined pension plan, generous amounts of leave and holiday time, and eligibility for health insurance coverage. Your total compensation is more than the dollars you receive in your paycheck. To help demonstrate the value of working for the State of Missouri, we have created an interactive Total Compensation Calculator. This tool provides a comprehensive view of benefits and more that are offered to prospective employees. The Total Compensation Calculator and other applicant resources can be found here .

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• State of Missouri

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