Office & Admin Specialist

Job Details

Working Title: Office & Admin Specialist
Job Class: Office and Administrative Specialist
Agency: Commerce Department

• Job ID: 79804
• Location: St. Paul
• Telework Eligible: No
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 09/07/2024
• Closing Date: 09/20/2024
• Hiring Agency/Seniority Unit: Commerce Dept / Commerce-AFSCME
• Division/Unit: Mailroom & Front Desk
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $20.02 - $25.03 / hourly; $41,801 - $52,262 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: (Required for AFSCME)
• 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

This position provides agency-wide assistance with preparing documents for scanning/electronic storage, acts as the primary back up for reception, is responsible for on-site assistance with teleconferencing equipment and general conference room management, as well as general administrative back up.

Document prep duties will include responding to staff requests by meeting with individuals from all divisions to establish the scope, tasks, and details of each request; sorting, rescanning, and labeling batches of physical documents; coordinating and training with document scanning staff; and using electronic databases for sorting/processing electronic documents, including some data entry.

As the primary back up for reception, this position is expected to perform all the duties of the receptionist on an as needed basis, to include greeting and assisting visitors and the public both in person and via phone, directing calls to the appropriate staff/units, processing incoming paperwork, assisting with unclaimed property claims, accepting incoming mail/deliveries, and other related duties as assigned.

Teleconferencing assistance responsibilities will include gaining a comprehensive understanding of the teleconferencing software and equipment used in our Saint Paul office, ensuring all equipment is functioning properly, responding to staff requests for related training, testing, and troubleshooting, and being available to assist when time sensitive issues arise.

General administrative duties include acting as a backup for mailroom staff, ensuring conference rooms are tidy and stocked with relevant supplies, general cleaning of common use spaces such as copy stations, and other administrative duties as assigned.

Qualifications

Minimum Qualifications

- English sufficient to speak, read, and write at a minimum business/professional proficiency level.

- Customer Service skills (phone and in-person) sufficient to provide prompt, courteous, effective service to clients/customers.

- Knowledge of standard computer software programs (e.g. Microsoft Office Word, Excel, Outlook, Teams)

- Knowledge of communication sufficient to: (1) read, explain, and interpret a variety of materials; (2) follow detailed instructions and explain complex processes to customers

Preferred Qualifications

- Organizational skills sufficient to prioritize a diverse workload and adjust to changing priorities.

- Ability to learn, understand, and effectively communicate the use of teleconferencing equipment and software, and troubleshoot related issues.

- Ability to work cooperatively with individuals from diverse backgrounds

- Previous experience processing physical and electronic documents

Physical Requirements

Requires occasional moving of articles such as boxes, accounting records, laptop computer, and portable printer.

Additional Requirements

Job offer is contingent upon passing reference checks to verify job-related credentials, a criminal background check and drivers' license check prior to appointment.

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 job information line 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 Amy Uhlendorf at amy.uhlendorf@state.mn.us or 651-539-1505 .

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 Amy Uhlendorf at amy.uhlendorf@state.mn.us .

About Commerce Department

Commerce protects the public interest through a broad range of regulations and programs. We oversee more than 40 industry areas in Minnesota and license about 250,000 professionals and businesses to ensure that their services and products are fair, accessible and comply with state laws

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
• Tuition reimbursement < Remove this bullet if this position is not eligible for tuition reimbursement >
• 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 job information line at 651-259-3637 or email careers@state.mn.us and let us know the support you need.