Administrative Assistant

Administrative Assistant

The Healthy and Safe Communities Section within ND Health and Human Services in Bismarck, North Dakota is looking for an Administrative Assistant to join their team. As part of our Administrative Assistant team, you will play an important role in supporting the Healthy and Safe Communities Section while helping advance North Dakota Health and Human Services' mission of leading with light and creating the healthiest state in the nation.

Your work will help ensure people receive the information, resources, and support they need while keeping daily operations running smoothly for both the public and your team.

As an Administrative Assistant on our section's team, you will be the first point of contact for individuals calling the Healthy and Safe Communities Section, providing professional, courteous, and timely customer service. You will monitor multiple program email inboxes, respond to routine requests, and direct inquiries to the appropriate team members to ensure questions are addressed promptly. You will gather, prepare, and mail program resources and informational materials to individuals and organizations requesting health-related information.

You will maintain inventory of educational materials and program resources, ensuring supplies are organized, stocked, and readily available for distribution. You will coordinate conference room reservations for meetings and training courses, ensuring rooms are prepared before each event. During meetings and training, you may assist with tasks such as taking attendance, recording notes, distributing materials, and providing general event support.

You should be comfortable using Microsoft Outlook to schedule meetings and coordinate calendars for staff as needed. You will also sort and distribute incoming mail, ensuring important or time-sensitive items are delivered to the appropriate staff members promptly. You will serve as backup support for other administrative assistant team members during planned or unexpected absences. During these times, you may coordinate and prepare travel arrangements for both in-state and out-of-state travel, including completing required travel documentation and ensuring all arrangements comply with agency procedures, prepare and process requisitions for purchases and maintain documentation for procurement card (P-Card) transactions.

To succeed in this position you must enjoy learning new processes, adapting to changing priorities, and stepping in to support teammates whenever assistance is needed. You must be comfortable asking questions when additional clarification is needed and be proactive in finding accurate information to complete your work successfully. You must be an attentive listener who can quickly understand the needs of callers, visitors, and individuals contacting the office by email.

When the answer is not immediately available, you must be resourceful, gather accurate information, and communicate it clearly and professionally through phone, email, and other communication methods. You must be highly organized and able to manage multiple priorities while transitioning between tasks without losing attention to detail or missing important deadlines. You must be dependable, maintain confidentiality, and take pride in providing exceptional customer service while supporting a collaborative team environment dedicated to improving the health and wellbeing of North Dakotans.

To be considered for this position you must have an associate's degree in office support, business, office education and one (1) year of professional experience performing office support clerical or secretarial work. Or a high school diploma and three (3) years of professional experience performing office support clerical or secretarial work.

Location ND HHS utilizes a blended workplace model. This position will be located in the Bismarck, ND.

Total Rewards In addition to the exceptional health insurance and retirement benefits, HHS values continued learning and career enhancement. Therefore, we offer varying continuing education formats, including in-person and online, as well as tuition reimbursement.