Administrative Support Professional (Executive I)

Job Description:

Administrative Support Professional (Executive I)

Description

Working with the Division of Youth Services is more than it seems. You will be working with staff to create a safe, therapeutic, and educational environment for youth in our day treatment and residential programs. To succeed in this position you will need to be empathetic, nonjudgmental, cooperative, encouraging, able-bodied, professional, and respectful; you must be able to communicate clearly, honestly and openly. We also offer a variety of great benefits including health, dental, vision, paid holidays, cafeteria plans, retirement, and more. Join us and help make the difference for our youth today!

This is entry-level professional work involving a variety of business management activities or support service functions such as procurement and supply, fiscal controls, and service contracts with the Division of Youth Services.

The following tasks are the responsibility of the Administrative Support Professional:

• Directs and completes a variety of support service functions such as: regional expenditure control; accounting; maintenance of files and records; requisitioning, storage, issuance, and/or local procurement of supplies and equipment; approval of requisitions for payment of operating expenses for the region; and assist with incoming phone calls.
• Oversee vehicle maintenance and completion of monthly vehicle logs.
• Provide oversight of procurement cards region wide.
• Conduct monthly reconciliation of trust funds region wide.
• Set up and complete jobs program payroll for region.
• Act as liaison between Regional and Central Office for fiscal and human resources related matters.
• Perform regional quarterly audits and provide written feedback and findings.
• Timekeeper for Regional Office and serve as a regional timekeeper and support as needed.
• Assisting in hiring activities by processing hiring recommendations; becoming proficient in the HireTrue/MO Careers system; posting job opportunities; reviewing candidates for eligibility; assisting with onboarding; processing E-Verify’s,
• Assists regional leadership and other personnel in the purchase of supplies and equipment; contacts vendors to obtain information on cost, quotes, availability, and conformance to specifications.
• Assists in compiling budget information relative to, education, supplies, office and equipment rentals, repairs, and replacement or additions of equipment region wide.
• Processes invoices and contract documents according to departmental policies and procedures.
• Reviews purchase requests for accuracy and completion; enters purchase requests into fiscal tracking system.
• Coordinate purchases for regional projects and events.
• Provide business function training to staff as needed.
• Conduct training with staff on completion of USDA paperwork, rules and regulations.
• Work to ensure youth in contractual residential have a contract in place and payments are processed.
• Monitor and maintain regional compliance to DSS/DYS administrative policies and procedures.
• Distribute allocations to facility programs and units ; reconciles regional expenditures to the statewide accounting system on a monthly basis; prepare reports to keep regional administrator advised; and control and direct regional spending.
• Performs fixed asset management functions, which includes: tracking physical inventory, processing documents for procurement and disposal of fixed assets, and preparing reports.
• Exercises independent judgment and action in the performance of duties under general supervision.
• May provide supervision to support staff.
• Attend Manager’s Meetings and assist with trainings/questions on budgets, billings and other fiscal related inquiries.
• Performs other related work as assigned.

A Bachelor's degree from an accredited college or university with a minimum of 15 earned credit hours in one or a combination of the following: Accounting, Public or Business Administration, or a closely related field. OR Four or more years of clerical experience in fiscal or budgetary controls, procurement, accounting or bookkeeping, or closely related areas, including two or more years in a supervisory or semi-technical capacity (at or above the level of a Administrative Support Assistant, Account Clerk II, or Storekeeper I); and possession of a high school diploma or proof of high school equivalency. OR 4-6 years of relevant experience or a Bachelor’s degree and 0-2 years of relevant experience. (Substitutions may be allowed.)

(Earned credit hours from an accredited college or university may substitute on a year-for-year basis for a maximum of two years of the required general experience at a rate of 30 earned credit hours for one year. An additional 30 earned credit hours from an accredited college or university may substitute for a maximum of one year of the required specialized experience.)

Lack of post-secondary education will not be used as the sole basis denying consideration to any applicant.

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 .

Salary:

$46,102.32 per Year