Office & Admin Spec Int

Job Description

**Job Details**
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**Working Title: Office & Admin Spec Int**

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

**Agency: MN Department of Natural Resources**

* **Job ID**: 80316
* **Location**: Grand Rapids
* **Telework Eligible**: No
* **Full/Part Time**: Full-Time
* **Regular/Temporary**: Unlimited
* **Who May Apply**: Open to all qualified job seekers
* **Date Posted**: 09/20/2024
* **Closing Date**: 10/10/2024
* **Hiring Agency/Seniority Unit**: Department of Natural Resources
* **Division/Unit**: Parks and Trails
* **Work Shift/Work Hours**: Day Shift
* **Days of Work**: Monday – Friday
* **Travel Required**: No
* **Salary Range:** $20.45 – $27.12 / hourly; $42,700 – $56,627 / annually
* **Classified Status**: Classified
* **Bargaining Unit/Union**: 206 – Clerical/AFSCME
* **Work Area**: Grand Rapids Region
* **FLSA Status**: Nonexempt
* 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 (1) permanent, full-time (100%) Office & Administrative Specialist Intermediate position in Grand Rapids, MN.

This position exists to provide critical office and business management functions to include administrative and clerical services and complex contractual and fiscal functions for the Grand Rapids Area Parks & Trails Office. This position monitors and assists in the management of budgets, state Grant in Aid programs, and divisional Parks and Trails operations. As a lead worker this position provides technical advice and work guidance to other staff. This position also assists with the management of receptionist and clerical duties, shared office equipment technical support, building coordination efforts and resource responsibility for the DNR region 2 headquarters.

Responsibilities include:

* Assist in the management and monitoring of all budgets and fiscal activities including purchases, revenue collection, employee expenses, US Bank (credit card) purchases for the Division of Parks & Trails Grand Rapids Area Operations so that all transactions, payments and purchases are made in a timely manner and in accordance with state regulations, DNR and Department of Administration Materials Management policies and procedures. Ensure the Grand Rapids Area Parks and Trails budgets are always in balance.
* Perform varied office management functions for the Grand Rapids Area Parks and Trails Office to ensure that all office operations run smoothly and efficiently.
* Serve as initial contact for the public, other department employees, federal, state, and local government contacts, so that in-person, e-mail, and telephone customers are provided with requested information on parks and trails or are referred to appropriate personnel or authority for assistance.
* Prepare and process grant-in-aid contract agreements for Grand Rapids Area Parks and Trails so that all grant contracts are properly encumbered and processed, and payments are made accurately and promptly.
* Cooperate and coordinate with other co-located building clerical employees to assist with the shared responsibility of usage and maintenance of office equipment and facility resources, as well as assist with the coordination of visitor inquiries.

**Qualifications**
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**Minimum Qualifications**

* Knowledge of business practices, principles, and protocols as applied to disbursements, purchasing and receipts techniques.
* Knowledge of accounting principles and practices sufficient to analyze, interpret, and prepare financial information, records, and reports.
* Knowledge of 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.
* Basic accounting skills sufficient to monitor and balance budgets, ensure that spending is within budget and effectively recommend fund transfers; resolve discrepancies; review/verify financial records and prepare financial summaries and reports; enter and access information, identify, and adjust for potential problems, etc.
* Spreadsheet skills sufficient to develop tables, charts, and graphs, in proper format and free of spelling errors; create reports by combining and presenting data from multiple sources.
* 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.
* Ability to interpret and explain program information; effectively communicate and elicit information with tact and diplomacy.
* Ability to perform administrative support work for a work unit’s expense and budget administration.
* Communication skills sufficient to perform the duties listed above, prepare written responses, present clear and concise explanations of governing rules and regulations, etc.
* Ability to file and retrieve information based on content, using alphabetical filing practices.

**Preferred Qualifications**

* Two (2) years general office experience performing mail merging, database management, project management, administrator for online database; creating, issuing, and processing permits; creating purchase orders, processing paperwork for items such as fleet, purchasing cards, expense reports; creating and editing reports that included graphs and tables, etc.
* High level of organizational skills to facilitate management of many projects at one time.
* Proficiency with Microsoft Office Suite (Outlook, Word, Excel), Adobe Pro, Access and Visio.
* File management skills, paper and electronic, sufficient to retrieve/provide documents and information when needed.
* Experience editing documents for accessibility compliance.

**Additional Requirements**

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 Careers Help Desk 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 Jim LaBarre at Jim.LaBarre@state.mn.us or 218-328-8984.

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 Becky Hotop at Becky.Hotop@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 Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.