Office & Admin Specialist Senior

Job Description

**Job Details**
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**Job Class: Office and Administrative Specialist Senior**

**Agency: MN Department of Natural Resources**

* **Job ID**: 81220
* **Location**: St. Paul
* **Telework Eligible**: Yes
* **Full/Part Time**: Full-Time
* **Regular/Temporary**: Unlimited
* **Who May Apply**: Open to all qualified job seekers
* **Date Posted**: 10/24/2024
* **Closing Date**: 11/13/2024
* **Hiring Agency/Seniority Unit**: Department of Natural Resources
* **Division/Unit**: Operations Services Division
* **Work Shift/Work Hours**: Day Shift
* **Days of Work**: Monday – Friday
* **Travel Required**: No
* **Salary Range:** $21.90 – $29.65 / hourly; $45,727 – $61,909 / annually
* **Classified Status**: Classified
* **Bargaining Unit/Union**: 206 – Clerical/AFSCME
* **Work Area**: Division of Operations Services – Headquarters
* **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 Minnesota Department of Natural Resources, Operations Services Division is looking to hire one (1) full-time Office & Administrative Specialist Senior position. This position exists to provide key administrative support for two complex Operations Services Division Programs of Safety and Fleet. These programs have broad scope, defined procedures, and must follow state and federal regulations, rules, and statutes. Activities and program deadlines must be met. Some of these responsibilities require client confidentiality and access to restricted information sources.

This is a challenging position that requires attention to detail and timely response to communications. There is a lot of variety in the work responsibilities and opportunity to build skills in program administrative work. Responsibilities include, but are not limited to:

* Management data in an organized manner in spreadsheets.
* Communication skills sufficient to generate readable and accurate written materials (e.ge information and instructional materials, letters, memos, and reports) free of spelling and grammatical errors.
* Leadwork skills sufficient to direct the work of support staff, students, interns, and volunteers.
* Monitor and manage multiple complex database systems.
* Provide accurate and timely data entry, ability to pull reports on demand.
* Develop positive relationships with multiple customers, vendors and staff.
* Monitor and manage financial account balances and budget for expenses.
* Support the administration of various safety, health and risk programs.
* Coordinate purchases relating to safety and risk.

This position has a flexible work arrangement and may be eligible to telework on a full or part-time basis which is subject to change. If approved, the employee would be required to complete an annual telework agreement.

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

* Ability to manage an office or work area by planning, organizing, administering, and directing the work of other employees.
* Skill in word processing sufficient to use software, such as Microsoft Word, to type and format letters, memos, reports, and minutes of meetings, etc.
* Ability to create presentations, tables, charts, and/or graphs from word processing software.
* Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy.
* Skill in database management sufficient to develop table sand manipulate, retrieve, and analyze data.
* Ability to design and maintain recordkeeping systems.
* Ability to present information to diverse customers.

### **Preferred Qualifications**

* Three (3) years’ experience in an advanced administrative support role.
* Basic Workplace Safety Certification or ability to complete within six (6) months of hire.
* Organizational skills to facilitate the creation of statewide staff meetings and events.
* Knowledge of the DNR’s Operations Services Division’s Safety operational orders, policies, practices and procedures.
* Ability to interpret DNR’s administrative policies, procedures and documents necessary to carry out the safety and facility duties of this position.

### **Additional Requirements**

No driving duties are required.

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 Joni Hokenson at joni.hokenson@state.mn.us or 651-259-5739.

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 Rebecca McMillen at rebecca.mcmillen@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.