Administrative Assistant (Hourly)

MISSOURI DEPARTMENT OF CONSERVATION•Jefferson City, MO

4d•$17 - $20•Onsite

About The Position

The Missouri Department of Conservation supports a culture of trusted professionals that is dedicated to our mission, responsible stewards, and believe in One MDC. This position provides clerical support to the Science Branch and requires an in-office work schedule from 8:00 am to 5:00 pm, Monday through Friday. Telework is not an option for this position. Candidates are required to upload a cover letter, resume, and references to be considered.

Requirements

High school diploma or GED/HiSET required.
At least three (3) years of progressively responsible professional experience.
Ability to use office equipment, such as 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.

Responsibilities

Serve as the primary point of contact for the public and staff by phone, email, and in person, providing professional customer service, responding to inquiries, resolving concerns, and directing requests as appropriate.
Perform a broad range of administrative and office support functions to ensure the efficient operation of branch programs, projects, and daily activities.
Verify and process purchasing card statements, invoices, expense reports, and other financial documentation accurately and in a timely manner.
Coordinate and schedule meetings, trainings, conferences, travel arrangements, presentations, and conference room reservations for branch staff.
Prepare meeting agendas, coordinate meeting logistics, record meeting minutes, and distribute related materials and follow-up documentation.
Develop, format, and prepare reports, correspondence, forms, presentations, brochures, Science Notes, flyers, displays, and other informational or creative materials using programs such as Adobe and Canva.
Utilize software programs including Microsoft Word, Excel, PowerPoint, Outlook, Access, Adobe, Webex, Raptor, FileBound, and other agency systems to maintain records, manage databases, and support branch operations.
Manage and maintain electronic and physical filing systems in accordance with records retention policies and established procedures.
Monitor and prioritize shared email inboxes, incoming communications, mail, packages, and express shipments to ensure timely response and distribution.
Maintain and update databases, records, inventories, and tracking systems through data entry, document scanning, verification, reporting, and record maintenance activities.
Coordinate and facilitate 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 associated records and tracking systems.
Conduct research and compile, organize, summarize, and distribute information, reports, and supporting documentation as requested.
Assist staff with travel coordination, conference logistics, meeting arrangements, and other administrative support activities.
Maintain office supply inventories, order publications and supplies, coordinate purchases, and ensure office equipment and resources are operational and available.
Reserve, coordinate, and maintain scheduling records for fleet vehicle usage.
Track and maintain branch computer, technology, and equipment inventory records and provide basic troubleshooting assistance for office equipment and technology.
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 records while ensuring compliance with department policies, procedures, and professional standards.
Track deadlines, assignments, projects, and follow-up items to ensure timely completion of branch activities and operational priorities.
Assist with the development, maintenance, and updating of standard operating procedures, reference materials, and departmental documentation.
Coordinate with vendors, contractors, and service providers regarding office operations, maintenance, and administrative needs.
Support department and agency priorities, initiatives, and special projects as assigned.
Perform additional duties as assigned.
Back-up and/or assist other administrative personnel, when needed.
Troubleshoot office machines.
Other duties, as assigned.