Administrative Manager

Job Location: The Missouri Department of Mental Health, Division of Developmental Disabilities (DD) seeks an Administrative Manager. This is a Central Office position which will be domiciled in Jefferson City, Missouri.

Job Duties:

This is a senior-level specialized support position, performing technical and/or administrative work involving a high degree of independent judgment and actions. Essential duties include:

• Provide direct administrative support to the Division Director which includes the following expectations:
  • Work closely with regional office directors, habilitation center superintendents, deputy directors and assistant directors by distributing information to update them on current issues.
  • Serve as the central contact for the division director and maintain a professional working relationship, with including but not limited to:
    • Stakeholder groups
    • State agency staff
    • Elected Officials
    • Legislative branch
    • Constituents
• Work in a fast-paced environment
• Coordinate schedules and meet deadlines
• Prepare correspondence
• Supervise central office support staff
  • Manage workload of all central office support staff
  • Work with all executive level staff to ensure support staff are meeting expectations
  • Ensure adequate training is provided on available resources
  • Pursue new technology and training opportunities when needed
• Demonstrate an understanding of services provided to individuals with developmental disabilities
• Assist with initiative tracking and data management
• Perform clerical and administrative tasks including email and calendar management, proofreading, drafting letters, memos, expense reports and other documents for staff
• Arrange travel and accommodations for staff
• Schedule and attend meetings (as needed), note-taking and minutes, creating agendas, and coordinating all meeting logistics (food, materials, speakers, travel, etc.)
• Receive incoming communication on behalf of staff, review contents, determine importance and summarize and/or distribute contents, as appropriate
• Provide phone coverage within division and route to appropriate staff
• Provide support to the Department Director’s Office as needed
• Monitor the division email box and refer questions as appropriate
• Assist as needed with annual conferences and surveys
• Participate in support staff rotation for receptionist desk coverage
• Perform other related duties as assigned

Required skills:

• Communication skills - Strong interpersonal skills, exceptional customer service, excellent verbal and written communication and effective problem-solving skills. Maintain a professional working relationship with, including but not limited to: Stakeholder groups, State agency staff, Elected Officials, Legislative branch, and Constituents.

• High levels of motivation, initiative, and resourcefulness. Ability to function well in a fast-paced and at times stressful environment.

• Time management skills - Ability to work independently, setting priorities, managing workloads, proven ability to meet deadlines.

• Organizational skills - Excellent organization and attention to detail, ability to support distributed team members in person or virtually who are regionally-based throughout the state and working flexible schedules.

• Cooperate with diverse teams - Work cooperatively with diverse workforce from all levels of organization with respect, compassion, fairness and ability to find common ground.

• Technology skills - Extensive knowledge of office administration, clerical procedures, and recordkeeping systems. Proficient with Microsoft Office Suite with the ability to learn new or updated software. Ability to create promotional flyers, newsletters and update webpages.

• Ability to move light objects weighing less than 30 lbs. short distances.

Eligibility:

High School diploma required, associated degree from an accredited university or college strongly preferred. Five to seven years of relevant experience and two to four years of supervisory 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 .

If you have any questions, please reach out to Human Resources: HRmail@dmh.mo.gov

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• State of Missouri

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