Office & Administrative Specialist - Intermediate

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, Intermediate
Agency: Human Services Dept

• Job ID: 80333
• Location: Bemidji
• Telework Eligible: No
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 09/19/2024
• Closing Date: 09/25/2024
• Hiring Agency/Seniority Unit: Human Services Dept / DHS Ah Gwah Ching AFSCME
• Division/Unit: Mental Health & Substance Abuse Treatment Services / CBHH Bemidji Admin Supp
• Work Shift/Work Hours: Day Shift / 8:00am-4:30pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $20.45 - $27.12 / hourly; $42,699 - $56,626 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: CBHH Bemidji
• FLSA Status: Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities : Yes

The Department of Human Services is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment.

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

Community Behavioral Health Hospital (CBHH)provides short-term, acute inpatient psychiatric services in 16-bed community-based settings. Natural support structures are incorporated into treatment by serving patients as close as possible to their home communities.

Under the supervision of the Program Manager, the person in this position provides administrative support and office management to the Community Behavioral Health Hospital, Program Manager, and staff.

Job duties include:

Provide general office management duties.

Provide clerical and administrative support duties.

Provide assistance and back up for HIMS / clerical position.

Qualifications

Minimum Qualifications

To qualify, applicants must possess all of the following:

• Knowledge of data privacy, and patient medical records confidentiality, office procedures, scheduling priorities, work flow channeling, word processing, database and record keeping systems, forms handling and courteous telephone habits.
• Knowledge of medical terminology, knowledge or experience with patient medical records and medical record oversight; use of electronic medical record system.
• Flexibility in responding to changing needs and work assignments.
• Ability to effectively manage time, plus organize and prioritize workload for maximum efficiency in a fast-paced and demanding environment.
• Ability to write and edit a variety of documents in business English using correct spelling, grammar, and punctuation.
• Strong interpersonal and communication skills to maintain cooperative relationships with a highly varied group of people.
• Ability to maintain confidentiality in processing sensitive materials according to all applicable laws, rules, policies, and procedures.

Preferred Qualifications

• An associates degree or bachelors degree in in accounting, business administration, or business data systems.
• Proficiency with MS Office applications to include Word, Excel, Access, and PowerPoint. Familiarity with building/equipment maintenance workorder systems, and learning management systems.
• 1 to 3 years of office management experience to include accounts payable, budgeting, contract monitoring, inventory management, payroll validation, staff scheduling, communications, and customer service.
• Experience providing clerical or office support in a healthcare setting, such as hospital, clinic, or nursing home.
• 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.

Additional Requirements

To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.

REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and criminal background 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 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 Larry Laudon at larry.a.laudon@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 Kaitlin Weckwerth at kaitlin.weckwerth@state.mn.us .

CERTAIN DISABLED VETERANS: Effective August 1, 2012, legislation provides state agencies with the option to appoint certain disabled veterans on a noncompetitive basis if they: 1) meet service requirements and have a verified service-connected disability rating of at least 30%; 2) provide qualifying documentation verifying the disability; and 3) meet all Minimum Qualifications identified in this posting. To be considered under this legislation you must submit all documentation before the closing date.

About Human Services Dept

DHS operates a highly specialized behavioral health care system that serves people with mental illness, substance abuse disorders, and developmental and intellectual disabilities. This includes psychiatric hospitals and other inpatient mental health treatment facilities; inpatient substance abuse treatment facilities; dental clinics, group homes, vocational sites, and sex offender treatment facilities.

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
• 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.