Administrative Specialist - Office & Administrative Specialist Senior

Job Details

Working Title: Administrative Specialist
Job Class: Office and Administrative Specialist, Senior
Agency: Health Department

• Job ID: 80193
• Location: St. Paul
• Telework Eligible: Yes - Hybrid
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open for bidding and to all qualified job seekers simultaneously.
• Date Posted: 09/24/2024
• Closing Date: 09/30/2024
• Hiring Agency/Seniority Unit: Health Department (MDH)
• Division/Unit: Health Regulation / State Operations Administrative Support
• Work Shift/Work Hours: Day Shift / 8:30am -4:30pm
• 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 - American Federation of State, County & Municipal Employees (AFSCME Clerical, Council #5)
• Work Area: Health Regulation
• 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

Make a difference in the lives of Minnesotans. The Department of Health is seeking a vigilant, detail-oriented Senior Administrative Specialist to provide advanced administrative support to various program areas in the Health Regulation Division (HRD). We are looking for someone with an aptitude and passion for public health! This role is vital in ensuring that division operations run smoothly and program goals are met efficiently and on time.

This highly visible role will work as part of a collaborative team and interact with department leaders, provider organizations, state and local law enforcement agencies, county health officials, other state agencies and the public.

Position responsibilities include, but are not limited to, the following:

• Process employee purchasing requests
• Monitor various email boxes and respond to internal and external inquiries
• Conduct application pre-reviews and renewals for the State Licensing, Certification and Registration section
• Process maltreatment investigations forms for distribution within the Rapid Response unit
• Conduct application pre-reviews for engineering documents in the State Engineering program
• Serve as a key resource for both internal and external customers, exercising independent judgment to deliver exceptional customer service.

This position offers a hybrid telework schedule that requires working in our downtown St. Paul office location at least two days per week.

Qualifications

Minimum Qualifications

One year of experience that includes the following:

• Database management skills sufficient to enter, retrieve and maintain data in multiple software systems.
• Communication skills sufficient to present clear and concise information regarding regulatory processes, both verbally and in writing, to internal and external stakeholders.
• Word processing skills sufficient to use software, such as Microsoft Office and Teams, to create invoices, respond to emails and prepare a variety of documents and reports.

Preferred Qualifications

• Knowledge of HRD regulated provider and license types and evaluation processes.
• Advanced skills using Excel and Adobe applications.
• Ability to upload original content to websites.
• Experience working with matters of confidentiality.
• Experience with developing, testing, and implementing administrative work processes.

Additional Requirements

This position requires successful completion of a background and employment reference 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 Lisa Jacques at lisa.jacques@state.mn.us or 651-201-5788 .

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 Lisa Jacques at lisa.jacques@state.mn.us .

If you are an individual with a disability and need an accommodation for an interview, you may contact the Department of Health ADA Coordinator at health.hr.ada@state.mn.us .

About Health Department

Come work for one of the best public health systems in the nation and you will contribute to our mission to protect, maintain and improve the health of all Minnesotans. We are working hard to achieve our vision for health equity in Minnesota, where all communities are thriving and all people have what they need to be healthy. Our collaborative, mission-driven work environment is a major factor in promoting a high level of employee health awareness, employee longevity and job satisfaction.

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.