Executive Assistant/Exec 2

Working Title: Executive Assistant

Job Class: Executive 2

Agency: Children Youth & Families Dept

• Job ID: 83013
• Location: St. Paul
• Telework Eligible: Yes
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers. This vacancy is open for bids and for all qualified job seekers simultaneously.
• Date Posted: 1/7/2025
• Closing Date: 1/13/2025
• Hiring Agency/Seniority Unit: Children Youth & Families Dept / DCYF Central Office AFSCME
• Division/Unit: DCYF / DCYF Commissioner's Staff
• Work Shift: Day Shift
• Work Hours: 8:00 am - 4:30 pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $25.73 - $35.69 / hourly; $53,724 - $74,520 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: Work Area A - Commissioner’s Office
• FLSA Status: Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

The Department of Children, Youth, and Families is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DCYF 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.

In the 2023 legislative session, the Governor’s Office, Minnesota legislature, and leaders for children and families worked in partnership to pass legislation establishing the Department of Children, Youth, and Families (DCYF) to create a sustainable, public face for children’s issues in state government. This new cabinet-level agency brings together programs centered on children and families, including child care and early learning, child support, child safety and permanency, economic support and food assistance, and youth opportunity. The Department of Children, Youth, and Families (DCYF) Agency became effective on July 1, 2024.

• Telework (Within Minnesota or neighboring states) and flexible hours options are available.***

The Department of Children, Youth, and Families (DCYF) is excited to announce that we have multiple Executive Assistant positions available. If you are looking to work alongside dedicated professionals who share a passion for helping others and be part of an agency that is committed to creating positive change within our communities, then we have a great opportunity for you!

The Executive Assistant provides high-level administrative support to DCYF Executive Cabinet members at the Assistant Commissioner Level and senior executive levels. In this role you will ensure the efficient operation of their offices. This role involves providing advanced administrative support to various leaders by managing schedules, handling correspondence, preparing reports, and coordinating meetings and travel arrangements. The Executive Assistant also:

• Acts as a liaison between executives and other staff, stakeholders, and external partners, always maintaining confidentiality and professionalism.
• Performs strong organizational skills, attention to detail, and the ability to manage multiple tasks are essential for success in this role.
• Optimizes the executive's productivity and ensuring seamless business operations.

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.**
• Communications sufficient to draft, write, review and edit correspondence and other materials using correct spelling, punctuation, grammar, and sentence construction.
• Customer services skills sufficient to maintain effective working relationships within an organization with multiple programs, executives, legislators, the public and executive level offices as well as persons of diverse backgrounds.
• Database management skills sufficient to us technology and business software including Microsoft Office Suite, SharePoint, multi-line phones, video conferencing, MS teams, Zoom and Webex.
• Word processing skills sufficient to convert data into meaningful responses and reports.
• Spreadsheets skills sufficient to convert data and create and maintain complex spreadsheets, graphs, reports and tables.

Preferred Qualifications

• Experience providing high-level administrative support as an executive administrative assistant supporting multiple senior managers.
• Experience supporting C-Suite executives (CEO, CFO, COO, or CIO).
• Knowledge of state government and policies, particularly as it pertains to the administration and executive-level coordination and processes.
• Experience working in a confidential setting and handling confidential and/or sensitive correspondence.
• Experience coordinating travel processes.
• Experience with handling requisitions.
• Experience with web content management and accessibility.
• Experience researching, analyzing and presenting data into meaningful responses and reports.
• Experience in multi-tasking, organizing and prioritizing work, and meeting demands of workload with interruptions.
• Variety of experiences working effectively with others from different backgrounds and cultures.

Additional Requirements

REFERENCE/BACKGROUND CHECKS – DCYF 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 job information line 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 the position, contact Stephanie Ostwald at stephanie.a.ostwald@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 Amy John at amy.john@state.mn.us.

If you are an individual with a disability and need an ADA accommodation for an interview, you may contact the Department of Human Services’ ADA Coordinator at 651-431-4945 or DHS_ADA@state.mn.us for assistance.

About Children Youth & Families Dept

Together, we’re working to advance equitable outcomes for children, youth, and families through transformative, partnership-driven policies, programs, and practices.

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
• 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 job information line at 651-259-3637 or email careers@state.mn.us and let us know the support you need.