Administrative Support Assistant

About the role

The Administrative Support Assistant position within the Office of Administration Division of Facilities Management, Design, and Construction (OA-FMDC) supports the Administrative Services Unit. This role plays a crucial part in ensuring timely, accurate, and efficient workflows for the division.

Responsibilities

• Manage front desk reception duties and ensure excellent customer service.
• Prioritize and execute a variety of administrative tasks such as sorting mail, maintaining logs and records, reserving carpool vehicles, booking training and travel arrangements, coordinating requests for maintenance and housekeeping services, and distributing State ID Badges.
• Serve as primary liaison for a variety of support-related functions including arranging accommodations and payment for travel and training opportunities; entering tickets for ITSD and onboarding services; ordering computers, cell phones, and other equipment; and communicating status updates to involved parties.
• Collaborate and build a positive rapport with team members and other agencies to ensure timely and accurate processing of business activities.
• Establish and maintain various filing and record systems utilizing a variety of software applications such as Microsoft Office suite, Adobe, SharePoint, OneDrive and others.
• Operate under general supervision; receive and act upon direction, guidance, and feedback on performance for continuous improvement.
• Serve as back-up processor for contractor background screenings as well as order, distribute, and track supplies for the Central Office when needed.
• Aid with special projects and other duties as assigned.

Requirements

• Ability to communicate, collaborate, and operate with integrity in a manner that inspires trust and builds positive rapport with a diverse group of stakeholders and the public.
• Exceptional problem solving, customer service, and verbal and written communication skills.
• Excellent time management, organizational, and planning capabilities.
• Ability to foster an environment of positivity, collaboration, transparency, effective communication, trust, and teamwork.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Excellent attendance, work ethic, attention to detail, conflict management, and critical thinking skills.
• Ability to learn new tasks quickly and willingness to work in a fast-paced environment with short deadlines and changing priorities.
• Possess and maintain a valid driver’s license from Missouri or from an adjacent state if you reside outside of Missouri.

Qualifications

• Associate’s or bachelor’s degree in business or related field.
• One year or more of clerical experience.

Skills

• Excellent customer service skills.
• Strong organizational and time management skills.
• Effective communication and problem-solving abilities.
• Ability to work independently and as part of a team.
• Proficiency in Microsoft Office Suite and other relevant software.

Benefits

• Defined pension plan.
• Generous amount of leave and holiday time.
• Eligibility for health insurance coverage.
• Compensation for overtime (hours actually worked over forty hours in a workweek) at the rate of time and one-half.

Pay

The salary indicated represents a base pay rate. If the individual selected or the position is eligible for a pay differential (e.g., shift, security, or years of service), it will be added to the total compensation in your paycheck. A pay differential does not raise your base pay.

Schedule

This position is in an office environment and job duties may include prolonged periods of seated work at a desk, typing, written and verbal communication, problem solving, and the occasional ability to lift/carry up to 50 pounds.