Office & Admin Specialist Int

Job Description

**Job Details**
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**Working Title**: **Office Administrative Specialist Intermediate**

**Job Class:** **Office Administrative Specialist Intermediate**

**Agency:** **Minnesota Department of Natural Resources**

* **Job ID:** 79408
* **Location:** Lake Carlos State Park
* **Telework Eligible**: No
* **Full/Part Time**: Full-Time
* **Regular/Temporary:** Regular
* **Who May Apply:** Open to all qualified job seekers
* **Date Posted:** 08/17/2024
* **Closing Date:** 09/06/2024
* **Hiring Agency/Seniority Unit:** Department of Natural Resources
* **Division/Unit:** Parks and Trails
* **Work Shift/Work Hours:** Day Shift
* **Days of Work:** Varies
* **Travel Required**: Yes
* **Salary Range:** $20.45 – $27.11 / hourly; $42,700 – $56,627 / annually
* **Classified Status:** Classified
* **Bargaining Unit / Union:** 206 – Clerical / AFSCME
* **Work Area:** Lake Carlos State Park
* **FLSA Status:** Non-exempt
* Designated in Connect 700 Program for Applicants with Disabilities**:** Yes

### **The work you’ll do is more than just a job.**

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

**Job Summary**
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The DNR is currently seeking to fill one (1) permanent, full time (100 %) Office Administrative Specialist Intermediate. The shift will be primary day shift and hours of work will vary. Days off will vary during the off- season and work weekends 1 to 2 times per month. Occasionally weekend work is expected during the peak season.

This position exists to provide administrative assistance, office management, budgetary records, clerical support and customer services for Lake Carlos State Park, Inspiration Peak State Wayside and Glacial Lakes State Park as a satellite of Lake Carlos State Park.

Job responsibilities include:

* Provide office management functions and administrative assistance to the park supervisor and other staff.
* Prepare all purchasing documents and process payments for the park from the Operations, Nature Store, Gift, Interpretive and other accounts to ensure accuracy without exceeding budget allocations and spending parameters established by the Park Manager.
* Keep park management informed on the status of various budgets and perform projections of expenditures.
* Monitor and/or accomplish all daily and weekly income reconciliation, reporting and preparation of bank deposits. Preserve accountability for all vehicle permits, horse and ski passes, and other numbered forms issued from Central Office.
* Provide support for phone, network, and computer systems. Help track status of park hardware, software, and network infrastructure.
* Provide administration and assistance to the general public. Register campers, sell vehicle permits, consumables, merchandise, and other items, and administer reservation systems for camping, lodging, and day use shelters/facilities.
* Provide leadership for office and other staff on fiscal and administrative matters, including developing procedures, training staff, and consulting with management in order to comply with state statutes and fiscal rules.
* Administer development and purchase of park-specific merchandise, and order or direct seasonal staff in the ordering of Warehouse items so an attractive and well-stocked Nature Store is maintained for park visitors.

**Qualifications**
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### **Minimum Qualifications**

Knowledge of:

* Customer service skills sufficient to provide prompt, courteous, and accurate information to internal and external customers in person, by phone, e-mail, or other written correspondence; schedule and confirm appointments; interpret and explain program information; effectively communicate and elicit information with tact and diplomacy.
* Word processing / typing and use software to create, format, edit, print, and save a variety of documents, correspondence, and reports in an organized manner, grammatically correct, in proper format and free of spelling errors; create reports by combining and presenting data from multiple sources.
* Bookkeeping procedures sufficient to maintain accurate budget records and reports.
Accounting principles and practices sufficient to analyze, interpret and prepare financial information, records, and reports, and applying these principles and practices to purchase and receive goods, receipt goods against purchase orders, process invoices, and ensure payments are made to vendors within established time frames.
*

Skills in:

* Using software such as Microsoft Excel and Word, to type and format letters, memos, reports, and minutes of meetings.
* Calculating, preparing, and issuing bills, invoices, account statements and other financial documents according to established procedures.
* Providing prompt, courteous, and accurate information to customers in person, on the phone and through e-mail and other written correspondence.
* Database management skills sufficient to develop/maintain various databases and retrieve and analyze information.
* Spreadsheet skills sufficient to develop tables, chart, and graphs, in proper format and free of spelling errors; create reports by combining and presenting data from multiple sources.
* Organizational skills sufficient to prioritize a diverse workload and adjust to changing priorities.
* Interpersonal skills and abilities necessary to cooperate with a variety of staff members on a broad range of tasks and responsibilities.

Ability to:

* Use customer service skills on the phone, in person and online to effectively provide general park information and specialized office support.
* Interpret and explain accounting and related fiscal policies, procedures and practices to staff and customers as needed.
* Communicate effectively with others to explain laws, rules, regulations, standards, policies, and procedures to customers.

### **Preferred Qualifications**

* One or more years of clerical office experience providing a variety of office services for staff.
* Completed State Purchasing requirement for ALP authority.
* Organizational and time management skill sufficient to manage numerous tasks or projects simultaneously.
* Skill in training and guiding the work assignment of employees in their work responsibilities.
* Knowledge and efficiency in Microsoft Excel, Word, and Adobe software to compile, manipulate, store, and retrieve data.
* Business English, spelling, and grammar sufficient to proofread materials and to ensure the accuracy and completeness of written materials.
* Knowledge of accounting functions to maintain budgets, pay invoices and track expenses.
* Knowledge of Reservations / POS (Recreation Dynamics) camping reservation systems.
* Knowledge of Swift (Statewide Integrated Financial Tool).
* Knowledge of Minnesota State Park programs, policies, rules, and facilities.

### **Additional Requirements**

This position requires an unrestricted Class D Driver’s license with a clear driving record.

Applicants must have the ability to meet the physical requirements and work in the environmental conditions of the position, with or without reasonable accommodations.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Candidates must be legally authorized to work in the United States without sponsorship for employment visa status (e.g. H1B status).

It is policy of the Department of Natural Resources that all candidates submit to a background check prior to employment. The background check may consist of the following components:

* Conflict of Interest Review
* Criminal History Check
* Education Verification
* Employment Reference / Records Check
* License / Certification Verification

**Application Details**
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### **How to Apply**

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the job information line at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers.

### **Contact**

If you have questions about this position, contact Allen Lego at allen.lego@state.mn.us or 320-993-3752.

If you are an individual with a disability and need reasonable accommodation to assist with the application process, please contact the ADA Coordinator at ADA.DNR@state.mn.us. To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Ashley Luecken at ashley.luecken@state.mn.us.

#### **Working together to improve the state we love.**

What do Minnesota’s State employees have in common?

* A sense of purpose in their work
* Connection with their coworkers and communities
* Opportunities for personal and professional growth

#### **Benefits**

As an employee, you’ll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

#### **Your benefits may include:**

* Paid vacation and sick leave
* 12 paid holidays each year
* Low-cost medical, dental, vision, and prescription drug plans
+ Fertility care, including IVF
+ Diabetes care
+ Dental and orthodontic care for adults and children
* 6 weeks paid leave for parents of newborn or newly adopted children
* Pension plan that provides income when you retire (after working at least three years)
* Employer paid life insurance to provide support for your family in the event of death
* Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
* Tax-free expense accounts for health, dental, and dependent care
* Resources that provide support and promote physical, emotional, social, and financial well-being

#### **Support to help you reach your career goals:**

* Training, classes, and professional development
* Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov)

#### **Employee Assistance Program (EAP) for work/life support:**

* A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance
* Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
* Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

**Programs, resources and benefits eligibility varies** based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

**EQUAL OPPORTUNITY EMPLOYERS**

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

**APPLICANTS WITH DISABILITIES**

Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the job information line at 651-259-3637 or email careers@state.mn.us and let us know the support you need.