Administrative Assistant (Hourly)

MISSOURI DEPARTMENT OF CONSERVATION•Jefferson City, MO

38d•$17 - $21•Onsite

About The Position

The Administrative Assistant provides clerical and administrative support to the Science Branch of the Missouri Department of Conservation. The role is the primary point of contact for the public and staff, handling phone, email, and in-person inquiries with professional customer service. It supports branch programs, projects, and daily operations through financial-document processing, scheduling, meeting coordination, communications, records management, database maintenance, research, and preparation of reports and informational materials. The position is based at Commission Headquarters and must be performed in the office during core business hours, 8:00 a.m. to 5:00 p.m., Monday through Friday. Telework is not available. The work takes place in a standard office environment. This is a nonexempt hourly position; employees must accept compensatory time in lieu of cash payments in accordance with the department's policy.

Requirements

High school diploma or GED/HiSET.
At least three years of progressively responsible professional experience.
Ability to use office equipment, including a copier, multi-line phone system, fax machine, scanner, 10-key machine, and computer.
Excellent customer service and communication skills.
Time-management and organizational skills.
Attention to detail.
Availability to work in the office from 8:00 a.m. to 5:00 p.m., Monday through Friday; telework is not available.
Ability to remain in a stationary position 70% or more of the time.
Ability to operate a computer and other office productivity machinery constantly.
Ability to frequently communicate and exchange accurate information.
Clarity of vision at 20 inches or less.
Ability to regularly lift up to 5 pounds and correctly lift up to 10 pounds.
Ability to maintain concentrated attention at all times and regular attendance.

Responsibilities

Serve as the primary contact for the public and staff by phone, email, and in person; respond to inquiries, resolve concerns, and direct requests as appropriate.
Perform administrative and office support functions for branch programs, projects, and daily activities.
Verify and process purchasing card statements, invoices, expense reports, and other financial documents.
Coordinate and schedule meetings, trainings, conferences, travel, presentations, and conference room reservations.
Prepare agendas, coordinate meeting logistics, record minutes, and distribute meeting materials and follow-up documentation.
Develop, format, and prepare reports, correspondence, forms, presentations, brochures, Science Notes, flyers, displays, and other materials.
Use office and agency software to maintain records, manage databases, and support branch operations.
Maintain electronic and physical filing systems according to records-retention policies and procedures.
Monitor and prioritize shared email inboxes, incoming communications, mail, packages, and express shipments.
Maintain databases, records, inventories, and tracking systems through data entry, scanning, verification, reporting, and record maintenance.
Coordinate Science Branch project proposal presentations and related administrative activities for the Columbia office.
Process Event Management Form submissions, post programs, complete Event Manager entries, and maintain related records and tracking systems.
Research, compile, organize, summarize, and distribute information, reports, and supporting documents.
Assist staff with travel coordination, conference logistics, meeting arrangements, and other administrative activities.
Maintain office supply inventories, order publications and supplies, coordinate purchases, and help ensure office equipment and resources are operational and available.
Reserve and coordinate fleet vehicle usage and maintain scheduling records.
Track branch computer, technology, and equipment inventory records and provide basic troubleshooting assistance.
Answer departmental procedural and process-related questions and provide guidance or training to internal and external stakeholders as needed.
Maintain confidentiality of sensitive information and comply with department policies, procedures, and professional standards.
Track deadlines, assignments, projects, and follow-up items to support timely completion of branch activities and priorities.
Assist with developing, maintaining, and updating standard operating procedures, reference materials, and departmental documentation.
Coordinate with vendors, contractors, and service providers on office operations, maintenance, and administrative needs.
Support department and agency priorities, initiatives, and special projects as assigned.
Back up or assist other administrative personnel when needed.
Troubleshoot office machines and perform other duties as assigned.