Executive Administrative Assistant - Office & Administrative Specialist Senior

Job summary

Provide confidential executive and operational support to the Financial Operations Division director and leadership, including managing schedules, communications, transactions, and division activities. Coordinate projects, procurement, meetings and events, employee engagement, and requested human resources processes.

Job details

Working Title: Executive Administrative Assistant Job Class: Office and Administrative Specialist, Senior Agency: Human Services Dept Job ID: 97353 Location: St. Paul Telework Eligible: Yes Full/Part Time: Full-Time Regular/Temporary: Unlimited Who May Apply: Open to all qualified job seekers Date Posted: 09/30/2026 Closing Date: 10/06/2026 Hiring Agency/Seniority Unit: Human Services Dept / DHS Central Office AFSCME Division/Unit: DHS-Central Office / FOD Division Operations Work Shift/Work Hours: Day Shift, 8:00am - 4:30pm Days of Work: Monday - Friday Travel Required: No Salary Range: $22.62 - $30.62 / hourly; $47,230 - $63,934 / annually Classified Status: Classified Bargaining Unit/Union: 206 - Clerical/AFSCME Work Area: B FLSA Status: Nonexempt Designated in Connect 700 Program for Applicants with Disabilities: Yes The Department of Human Services is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DHS does not participate in E-Verify. The work you'll do is more than just a job. At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities. This position is eligible for telework for applicants who reside in Minnesota or in a bordering state, with supervisory approval and satisfactory performance. If you live in a state bordering Minnesota, you must live within 50 miles or less from the primary work location to be eligible for telework.*** As an Executive Administrative Assistant, the incumbent willl support the Financial Operations Division’s (FOD) operational needs to ensure efficiency and coordination. Under limited supervision, this position will provide accurate, high level, confidential administrative and management support to the Financial Operations Division Director, Financial Operations Deputy Division Director, Accounting Operations Manager, Budget Operations Manager, and Program Operations Manager and as needed support to other division staff. The position will assist in coordinating assignments and projects, develop and maintain a calendar and work plan of the division’s major activities, advance employee engagement efforts, facilitate division procurement processes, support in person and virtual events and meetings, and own content and regular communications. Responsibilities Include But May Not Be Limited To Provide general operational support to the division to ensure operational efficiency, coordination, inclusion, and engagement. Provide professional executive support and manage the daily operations, communications, transactions, and schedule of the Financial Operations Division Director and other division leadership. Assist division managers and supervisors with Human Resource functions including position management, candidate interview and hiring processes, and new employee setup as requested. Minimum Qualifications To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month, day and year for each job held.** Customer service skills sufficient to support and coordinate large, diverse groups of customers, multi-task, organize, prioritize work, and adapt quickly to changing needs, priorities, requirements, and deadlines. Communication skills sufficient to provide complex information effectively and in plain language. Typing/keyboarding skills sufficient to create word documents, spreadsheets, tables, charts, graphs, and presentations. Database, Documents, and Records Management skills sufficient to maintain and update electronic calendar management and electronic record keeping. Preferred Qualifications Human relation skills sufficient to cultivate a large network of subject matter experts and to develop and maintain positive internal and external working relationships. Development and maintenance of administrative and programmatic procedures. SharePoint experience. Experience supporting management teams and divisions or teams of 50+. General knowledge of DHS and its mission, programs, policies, statutes, rules and regulations; role of counties, county human services agencies, and tribal governments; local & state government organizations; and the state budget process. Variety of experiences working effectively with others from different backgrounds and cultures. Additional Requirements REFERENCE/BACKGROUND CHECKS – DHS will conduct reference checks to verify job-related credentials and a criminal background check prior to appointment. How To Apply Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the Careers Help Desk at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers. Contact If you have questions about this position, contact Carly Christenson at Carly.Christenson@state.mn.us. To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Alexander Duren at alexander.duren@state.mn.us. About Human Services Dept WE MAKE A DIFFERENCE! The Minnesota Department of Human Services impacts the lives of 1.7 million people every year, helping them meet their basic needs so they can achieve their highest potential. Working together to improve the state we love. What do Minnesota's State employees have in common? A sense of purpose in their work Connection with their coworkers and communities Opportunities for personal and professional growth Benefits As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well. Your Benefits May Include Paid vacation and sick leave 12 paid holidays each year Low-cost medical, dental, vision, and prescription drug plans Fertility care, including IVF Diabetes care Dental and orthodontic care for adults and children 6 weeks paid leave for parents of newborn or newly adopted children Pension plan that provides income when you retire (after working at least three years) Employer paid life insurance to provide support for your family in the event of death Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury Tax-free expense accounts for health, dental, and dependent care Resources that provide support and promote physical, emotional, social, and financial well-being Support To Help You Reach Your Career Goals Training, classes, and professional development Tuition reimbursement Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov) Employee Assistance Program (EAP) For Work/life Support A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota. EQUAL OPPORTUNITY EMPLOYERS Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law. Applicants With Disabilities Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.

What you’ll do

Provide confidential executive and operational support to the Financial Operations Division director and leadership, including managing schedules, communications, transactions, and division activities. Coordinate projects, procurement, meetings and events, employee engagement, and requested human resources processes.

Requirements

Applicants need customer service, communication, typing and document-production, and electronic calendar and records-management skills. They must be able to support diverse groups, organize and prioritize competing work, communicate complex information in plain language, and adapt to changing needs and deadlines.

Benefits

• Paid Vacation Leave • Paid Sick Leave • Paid Holidays • Health Insurance • Dental Insurance • Vision Insurance • Prescription Drug Coverage • Paid Parental Leave • Pension Plan • Life Insurance • Short-Term Disability Insurance • Long-Term Disability Insurance • Tax-Free Expense Accounts • Professional Development • Tuition Reimbursement • Public Service Loan Forgiveness Program • Employee Assistance Program

Listed skills

• Project Coordination · Preferred
• Customer service · Preferred
• Organization · Preferred
• SharePoint · Preferred
• Communication · Preferred
• Multitasking · Preferred
• Prioritization · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Administrative Support
• Customer Service
• Communication
• Calendar Management
• Records Management
• Typing and Keyboarding
• Document Creation
• Spreadsheet Management
• Organization
• Prioritization
• Multitasking
• Project Coordination
• Event and Meeting Support
• Procurement Coordination
• Human Resources Support
• SharePoint

Job areas

• Administrative
• Government & Public Sector
• Management & Leadership
• Finance & Accounting
• Human Resources