Administrative Assistant

Requisition Id: 2874 

Salary: $35,616.00 - $43,596.00  

Salary Grade: S5 

Job Location:  Commission Headquarters (JEFFE1) 

Closing Date: January 31, 2024

Our Culture: The Missouri Department of Conservation supports a culture of trusted professionals that is dedicated to our mission, responsible stewards, and believe in One MDC. 

To learn more about the job, feel free to contact the hiring supervisor- Paul A Remmert at Paul.Remmert@mdc.mo.gov or at573 5224115x3832.  

Summary/Objective

The Administrative Assistant is a representative of the Missouri Department of Conservation. The Administrative Assistant will provide support to the general public and Permits Section. The Administrative Assistant will expand their knowledge greatly. The Administrative Assistant will also respond to general inquiries from the general public.

Essential Job Duties

• Provide friendly, courteous, and professional customer service to internal and external customers, and vendors. This responsibility includes but is not limited to:
  • Possessing a common understanding of system functionality including administrative systems, sales channels, mobile applications, etc. and how they are related.
  • Possessing a thorough understanding of seasonal regulation booklets and the Wildlife Code of Missouri is required to be successful in this position.
  • Respond to season, permit, regulation, and system related inquiries from the public, vendors, and internal/external organizations and branches.
  • Respond to new vendor requests – complete new vendor process from first contact to approval and creation of new vendor accounts.
  • Provide backup supports for lifetime permits, Commercial and Confined Wildlife Permits, managed hunts, and landowner permits.
  • Correct addresses and remail returned permit cards and returned permits sold through phone sales.
  • Verify eligibility and issue special military service hunting/fishing permits.

• Reconcile trout tag sales.
• Establish priorities, work independently, and proceed with objectives with little supervision.
• Examine position and branch related processes using LEAN principles to identify continuous improvement opportunities.
• Perform other administrative functions, including correspondence, preparing data and responses for use in presentation.
• Correspond and communicate with internal and external stakeholders via phone, email, and in-person discussions. Provide training, when necessary.
• Develop and maintain applications, fliers, letters, e-mail signatures, Permit Services FAQ and reporting forms.
• Attend meetings, as needed, as a representative for Permit Services.

Ancillary Job Duties

• Back-up and/or assist other administrative personnel, when needed.
• Troubleshoot office machines.
• Other duties, as assigned.

Education and Experience

• High school diploma or equivalent.
• At least three (3) years of progressively responsible professional experience.

Knowledge, Skills and Abilities

• 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.

Work Environment

• Work is performed in a standard office environment.

Physical Abilities

• Remain in a stationary position 70% or more of the time.
• Constantly operate a computer and other office productivity machinery.
• Frequently communicate and exchange accurate information.
• Clarity of vision at 20 inches or less.
• Regularly lift up to 5 pounds, correctly lift up to 10 pounds.
• Concentrated attention is required at all times.
• Regular attendance is a necessary and essential function.

Disclaimer

This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and other management as required.  The Missouri Department of Conservation reserves the right to revise or change job duties as the need arises.  This job description does not constitute a written or implied contract of employment.  Management reserves the right to change job descriptions, job duties, functions, and requirements.

Exemption Status/Special Notes

This position has been determined to be Nonexempt according to the Fair Labor Standards Act.  Employees must agree to accept compensatory time in lieu of cash payments in accordance with the Department's Compensatory Time Off and Overtime Policy. 

Salaried and hourly empl