Job Information
State of Minnesota Office & Admin Specialist Int in St. Paul, Minnesota
Job Class: Office and Administrative Specialist, Intermediate
Agency: MN Department of Natural Resources
Job ID : 77318
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 : 06/14/2024
Closing Date : 07/05/2024
Hiring Agency/Seniority Unit : Department of Natural Resources
Division/Unit : Ecological and Water Resources
Work Shift/Work Hours : Day Shift
Days of Work : Monday - Friday
Travel Required : Yes - Travel for occasional meetings in region.
Salary Range: $20.45 - $27.12 / hourly; $42,700 - $56,627 / annually
Classified Status : Classified
Bargaining Unit/Union : 206 - Clerical/AFSCME
Work Area : St. Paul Region
FLSA Status : Nonexempt
Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : 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.
The Division of Ecological and Water Resources is seeking to hire a permanent full-time Office and Administrative Specialist Intermediate located in Saint Paul. This position exists to provide administrative support with a variety of office operations to prepare, revise, and audit correspondence and documents, update personnel records, gather and verify fiscal and administrative data for reports and various program applications for the Ecological and Water Resources (EWR) staff located in the Region 3 HQ building, the South District, and other areas as assigned. Additionally, the person in this position provides information to the public, partners, and other organizations. The person in this position also serves as backup to the Regional Office Administrative Specialist Senior.
Responsibilities:
Assist in the administration of the Central Region EWR budgets and accounting systems so that financial accounting requirements are complied with, all obligations are accurately met, and budgetary analysis is accurate, current, and readily available. Provide purchasing support and complete functions in SWIFT and other systems (EIOR) to meet the procurement demands of the Region’s programs
Administer and revise office procedures and work systems; perform office management activities so that support services are effectively provided to South District, Central Region HQ, and other EWR staff and supervisors as assigned.
Provide administrative support to the Regional Leadership Team and EWR staff who are located in the South District and Central Region HQ building, primarily, to help achieve program objectives.
Provide administrative program and permit support functions for permit applications for work in public waters, water appropriations, violations, Invasive Aquatic Plant Management (IAPM) permits, aeration, and other Division permitting functions, including first point of contact for the Invasive Aquatic Plant Management permits (IAPM) for staff who are located in the South District. and Central Region HQ building.
Provide information and assistance about EWR programs and topics to DNR staff, stakeholders, and to the general public.
Complete other administrative or clerical duties as assigned.
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 a telework agreement.
Minimum Qualifications
Knowledge of:
Customer service practices and principles sufficient to identify each customer’s needs, meet quality standards for services, and evaluate customer satisfaction.
Computers and software programs such as Microsoft Office Suite, sufficient to use software to create, format, edit, print, and save a variety of documents, including spreadsheets and tables.
Skills in:
Fiscal and accounting sufficient to purchase and receive goods, receipt goods against purchase orders, and process invoices and payments to vendors.
Use software, such as Microsoft Excel and Word, to type and format letters, memos, reports, and minutes of meetings.
Calculate, prepare, and issue bills, invoices, account statements, and other financial statements according to established procedures.
Provide prompt, courteous, and accurate information to customers in person, on the phone, and through e-mail and other written correspondence.
Interpret and explain program information to applicants, such as eligibility requirements, application details, and payment methods.
Word processing sufficient to create reports by combining and presenting data from multiple sources in an organized format.
Ability to:
Use customer skills on the phone, in person, and online to provide effective general and specialized office support.
Interpret and explain accounting and related fiscal policies, procedures, and practices to customers.
Explain laws, rules, regulations, standards, policies, and procedures to customers.
Read, write, and speak English sufficient to perform the duties listed above.
Design and maintain record keeping systems.
Preferred Qualifications
Two years of general office experience.
Knowledge of MN DNR and Ecological and Water Resources' programs, policies, rules, procedures.
Current Local Purchasing Authority certification
One year of experience using SWIFT.
Experience using Microsoft Word, Excel, and Outlook software.
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.
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
AN EQUAL OPPORTUNITY EMPLOYER
Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.
Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us . Please indicate what assistance is needed.