Job Description

Posting number: 210-46

Department: Faribault & Martin Human Services Counties

Job classification: Executive Assistant

Posting type: Open

Categories: Public Health, Social Services, Human Services

Summary

Faribault & Martin Counties currently has a vacancy for an full time (39 hours per week) Executive Assistant position.

Come join the public service team at Human Services of Faribault & Martin Counties! You will be a part of skilled, caring and knowledgeable health and human services professionals whose talents and contributions promote, strengthen and protect individuals, families and communities in Faribault and Martin Counties every day!

Human Services of Faribault & Martin Counties is seeking a dedicated and detail oriented Executive Assistant to join our Executive Team. This position provides high level administrative support and plays a key role in ensuring efficient organizational operations.

The HSFMC comprehensive benefit package includes health insurance (including option for high-deductible health plan) with employer sharing in cost, employer-paid $20,000 term life insurance, earned sick and safe time, generous paid leave policy, and 11 paid holidays each year. As a public employer, we provide a defined benefit annuity through PERA (employer contributes 6.5% plus 1%; employee contributes 6.5%). Employees have options for employee-paid dental, vision, accident, critical care insurance, and additional life insurance. Employees can contribute pre-tax to health savings account (per qualifications), pre-tax flexible spending accounts, short and long-term disability insurance, and Section 457 deferred compensation plans (Corebridge and Nationwide). Employer qualifies for the Public Service Student Loan Forgiveness (PSLF) program. Additional details are available on our website at www.fmchs.com. Office Hours are 8:00 a.m. to 5:00 p.m. Monday – Friday; flexible work hours can often be accommodated to balance family and personal life.

Faribault & Martin Counties are mostly rural/agricultural. Our small-town values make this an ideal place for raising families, yet we are only two hours from the Twin Cities and all it has to offer.

Embracing respect and integrity, Human Services of Faribault & Martin Counties responds to the needs of all community members and provides health and human services in a dignified and meaningful manner. Through a partnership with those we serve, we strive to improve their current situations and help them live their best life.

Position Responsibilities

• Provide administrative support to the Director of Human Resources.
• Serve as the confidential secretary to the Executive Director, supporting the Board, Citizens’ Advisory Committee, Management Team, and Management Work Group meetings.
• Assist the Executive Director with oversight and management of Community Health financial processes.
• Serve as the agency’s Data Practices Manager and HIPAA Compliance Officer.
• Support the Executive Director, managers, and supervisors by tracking assigned billings, activities, and operational metrics.
• Monitor, prepare, and coordinate contracts and Memorandums of Understanding as assigned.

MN Merit System Classification Summary

Under general supervision, provides general administrative assistance to the director of a large human services or social services agency; carries out special projects for the director; assists in handling external and public affairs matters for the agency; functions as confidential secretary to the director; serves as liaison to county personnel department and DHS Merit System and Affirmative Action offices; participates as part of the management team in providing input into agency plans, policies and strategies; and performs related work.

Examples of duties

MN Merit System Examples of Duties

• Serves as initial public contact on non-routine inquiries from agencies and members of the public requiring input or assistance from the agency director.
• Assists in the collection of relevant information and materials, which may facilitate administrative management decisions.
• Prepares correspondence and documents for use by the agency director to facilitate review and response.
• Arranges meetings, conferences and hearings, coordinate and plans for the agency director the agenda, arrangements, materials and reports.
• Attends meetings with the agency director and county board, keeping detailed records of proceedings and drafting summary minutes.
• Performs other administrative support duties, including special reports and projects.
• Ensures timely completion of Merit system personnel forms.
• Recruits staff for vacant positions and serves as the initial contact with applicants for positions, providing information on the position requirements, Merit System requirements and the process necessary to be eligible for an interview.
• Acts as agency Affirmative Action Coordinator, including drafting the agency Affirmative Action Plan, completing reports required by the State, disseminating information on Affirmative Action/Equal Employment Opportunity to agency supervisors and managers, developing and carrying out a recruiting program for protected group members, and ensuring that goals in the plan are met according to timelines or that information is available as to barriers for meeting them.
• Serves as an active participant on the agency management team in developing an agency course of action, formulating and recommending sound plans, policies and strategies.

Qualifications

MN Merit System Minimum Qualifications

Completion of two years of college level coursework with emphasis (23 quarter credits or 16 semester credits) in business administration, management, office systems, business studies, business education, or closely related field; and two years of responsible clerical experience, e.g., at the level of Administrative Secretary, or comparable level involving the provision of responsible secretarial and administrative support services (This may include experience as an Administrative Secretary or a comparable level which involves the provision of responsible administrative support services, or technical/paraprofessional work experience demonstrating advanced proficiency in office operations, customer service, software applications such as Word, Excel, PowerPoint).

Experience may be substituted for college coursework on a year for year basis.

Supplemental information

The screening process will consist of an evaluation and rating of education and experience based on the information you provide in your application. Please provide your complete relevant work history including dates of employment, positions held, responsibilities/duties performed and education. Please be thorough in listing this information as this will be used to determine your score.

Once your application has been submitted, changes cannot be made. If you have a change in location availability or contact information, please email dhs.merit.system@state.mn.us with the new information and include your applicant ID.

Apply online at this link here: 210-OC (Executive Administrative Assistant)

An Equal Opportunity and Affirmative Action Employer