Administrative Assistant - Office & Administrative Specialist Senior

When all employees are embraced, respected and heard, we will build a collaborative, equitable, inclusive and anti-racist culture where everyone thrives.

Job Details

Working Title: Administrative Assistant
Job Class: Office and Administrative Specialist, Senior
Agency: Housing Finance Agency

• Job ID: 80567
• Location: St. Paul
• Telework Eligible: Yes/Hybrid. Regular working days in the office and other work locations are required. Teleworking employees are required to live in Minnesota or in a state bordering Minnesota.
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 09/30/2024
• Closing Date: 10/14/2024
• Hiring Agency/Seniority Unit: Housing Finance Agency / Housing Finance-AFSCME
• Division/Unit: Human Resources Processing / SF-BSPS & Process/Admin
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required: Yes
• Salary Range: $21.90 - $29.65 / hourly; $45,727 - $61,909 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: St. Paul, MN
• 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

Minnesota Housing is hiring! We're a mission-focused financial institution looking for administrative support to provide efficient, customer-focused support to our Single Family team for a variety of administrative support needs, which allows our program and operations team members to focus on key priorities, projects and other responsibilities to ensure we meet Agency goals and timelines. The person in this role will experience variety in their day to day activities, can continue to learn and grow as well as build great work relationships. This role is key in the Single Family team to enhance productivity and ensure operational excellence.

Due to the nature of the work being performed, the person in this role will be required to be in the office a minimum of 3 days per week, with some flexibility of schedule based on required work and due dates.

Essential Job Duties

This role provides support for the Single Family division, providing administrative support for the successful operation of programs and processes.

Responsibilities include:

• General office support including mail distribution, outgoing mail handling, print and mail letters, data entry, records tracking, coordination of request and return of offsite files, and document support, including DocuSign.
• Manage the Single Family leased vehicle including taking the vehicle in for routine maintenance, managing the check-out/in process for drivers and oversight of the vehicle appearance.
• In state travel planning/coordination, which includes travel and lodging accommodations.
• Support for a variety of events, including external events that require prepping materials to take to the events, inventory management of the event supplies, and stocking and ordering supplies. This includes maintenance of the Single Family storage space where supplies are located.
• Coordination and support of both internal and external meetings and events hosted by the division.
• Other activities including assisting with system testing and providing back-up support for the Single-Family Executive Administrative team member.
• Perform other duties as assigned.

Qualifications

Minimum Qualifications

To be qualified for and considered for this position, applicants must meet all of the minimum qualifications listed below. Ensure that your resume contains descriptions of your work experiences sufficient for comparison against the requirements stated below and indicate the beginning and ending month and year for each job held.

Only applicants whose resumes clearly demonstrate fulfillment of each of these minimum qualifications will be considered for this position.

• Skill in word processing sufficient to prepare, edit, and finalize emails, memos, reports, and/or other documents and types of written communication that are grammatically correct, in proper format, and free of spelling errors.
• Skill in using spreadsheet applications, such as Microsoft Excel or Google Sheets to enter, compile, store, and retrieve data.
• Skill in word processing sufficient to use software, such as Microsoft PowerPoint, to create, format, and edit presentations.
• Ability to accurately input, verify and edit electronic data.
• Knowledge of customer service practices and principles sufficient to identify each customer's needs, meet quality standards for services, that result in customer satisfaction.
• Ability to manage and address customer's, clients, and co-workers' concerns tactfully and thoroughly.
• Ability to maintain an active, valid, and applicable Class D (basic) driver's license.

Preferred Qualifications

• Our employees are dedicated to ensuring cultural responsiveness. Preferred candidates will have a variety of experiences working effectively with others from different backgrounds and cultures.
• Associates degree in a relevant field.
• Two (2) years of working experience in an office administrative support position
• Expertise in developing, implementing, and improving procedures.
• Excellent time management/organizational skills with a demonstrated ability to multitask, shift priorities, and remain organized when there are multiple assignments with competing priorities.

Physical Requirements

Requires moving and transporting office supplies, event materials/supplies and small equipment, up to 25 lbs.

Additional Requirements

This position requires successful completion of the following:

• Reference Checks.
• Job related background checks.
• Conflict of Interest Disclosure.
• Driver's License Check.

Application Details

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 Human Resources at minnesota.housing.human.resources@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 Human Resources at minnesota.housing.human.resources@state.mn.us .

About Housing Finance Agency

At Minnesota Housing, we know that affordable housing is an essential part of Minnesota's infrastructure. When you work here, you're helping to build stronger communities. We have a national reputation as one of the finest housing finance agencies in the country.

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
• Student Loan Reimbursement (pilot program)
• 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.