Administrative Aide II-III - Missouri Secretary of State

Description:

This is a professional support position whose primary responsibility is to perform both complex and routine day-to-day functions for the Business Services Division. Provides support to the Director and Deputy Director as needed and assigned. This employee can be expected to exercise independent judgement and action with regard to decisions on matters mutually agreed upon with the supervisor to support the Office of the Secretary of State's policies and procedures.

Job Functions and/or General Responsibilities:

• Manages administrative duties for the division, including processing and maintaining records, office and phone issues, and providing support to the SOS main receptionist
• Manages personnel activities including personnel action request forms, scheduling interviews and distributing interview packets, and division timekeeping entries
• Manages fiscal activities including purchase orders, receipts, accounts payable activities, expenditure reports, expense reports, and ordering supplies for the Division
• Communication/correspondence duties including individual and mass mailings, phone messages, email responses, and all program work for the division as needed or directed
• Processes, sorts, and distributes incoming mail, receives and records returned mail, and manages the outbox for the Director and Deputy Director of Business Services throughout the day

Knowledge, Skills and Abilities:

• Demonstrated ability to effectively and accurately proofread and edit written materials.
• Considerable computer experience and typing skills with demonstrated ability to use various office software, such as Word, Outlook, Excel.
• Ability to exercise independent judgment to make moderately complex decisions per established policies and procedures.
• Maintain confidentiality and confidential office records; prepare accurate reports; complete office work with little supervision.
• Ability to maintain effective working relationships employees and the public.
• Ability to multi-task.

Qualifications:

• Experience in progressively responsible clerical or secretarial work.
• SAM II HR and/or SAM II Financial experience preferred, but not required.
• High School diploma or equivalent is required.

The above job description in no way implies that these are the only duties to be performed by this employee. The incumbent is expected to perform other duties necessary for the effective operation of the department.