Office & Administrative Specialist - Intermediate

Come help the Department of Corrections transform lives for a safer Minnesota! Each day when you come to work for the Department of Corrections, you have the opportunity to truly make a difference in the lives of those under our care and for those in communities throughout Minnesota.

Job Details

Working Title: Office & Admin Specialist Int
Job Class: Office and Administrative Specialist, Intermediate
Agency: Corrections Dept

• Job ID: 80121
• Location: Roseville
• Telework Eligible: No
• Full/Part Time: Part-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 09/10/2024
• Closing Date: 09/16/2024
• Hiring Agency: Department of Corrections
• Division/Unit: Community Services/Field Services
• Work Shift/Work Hours: Day Shift/between the hours of 8:00 am - 4:30 pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $20.45 - $27.12 / hourly
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/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

The Minnesota Department of Corrections (DOC) has an opening for an Office & Administrative Specialist Intermediatein the Field Services office in Roseville. This position provides administrative assistance, clerical services and office management for District Supervisors, Regional Managers, Central Office Field Services Staff, Sentence to Service (STS) Crew Leaders and Corrections Agents.

Responsibilities include but are not limited to:

• Provide word processing, typographical and transcription services, and technical assistance to the District Supervisor, Corrections Agents, and Sentencing to Service staff so that effective communications between agencies and departments can be maintained, data systems are maintained, and correspondence is prepared accurately and submitted in proper formats and on proper forms within adequate time periods.
• Assist with management of the office so that office needs are addressed and the office functions efficiently and effectively.
• Provide receptionist services to ensure that the appropriate action is taken by staff within the proper time frame.
• Maintain Court Services Tracking System (CSTS) and office files, in addition to other data bases used by Field Services, to ensure integrity and generation of accurate client information.
• Perform other office functions as necessary or assigned to assure efficient operation of the office.

This position is anticipated to work approximately 20 hours per week between the hours of 8:00 am - 4:30 pm based on applicant availability and the business needs of the work unit.

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.

Skills in data entry sufficient to enter client information into database systems, such as CSTS, Chrono Database, Statewide Supervision System (S3), Correctional Operations Management System (COMS) and Bureau of Criminal Apprehension (BCA).

Skills in database management sufficient to maintain, update, and retrieve information from database systems, such as CSTS, Chrono Database, S3, COMS, and BCA.

Skills in business English sufficient to compose and edit correspondence and reports using proper grammar, punctuation and spelling.

English speaking skills sufficient to communicate effectively with a wide variety of individuals, including supervisors, probation agents, court administrators, law enforcement and DOC employees.

Skills in customer service sufficient to provide prompt, courteous, and accurate information to customers over the phone and in person.

Skills in word processing sufficient to draft letters, memos, and reports

Preferred Qualifications

The following qualifications are strongly desired of applicants seeking consideration for this position:

• Two or more years post-secondary education.
• Experience entering data into database systems such as CSTS, Chrono Database, S3, COMS and/or BCA.
• Experience working in a criminal justice setting.
• Experience working in an office/clerical setting.
• Experience related to court administration, which includes the review of criminal court documents.

Physical Requirements

The selected finalist may be required to review and sign a Physical Demands Analysis (PDA) for this position. For a copy of the PDA, please email Teresa Moen at teresa.moen@state.mn.us

Additional Requirements

The selection process may include screening the top candidate(s) on their criminal history, predatory offender registration, offender associations and/or other applicable background information in accordance with Department of Corrections' policy. Top candidate(s) must pass a criminal history check which includes successful completion of all sentencing and/or restitution requirements of law enforcement jurisdictions, including probation.

Employment history/reference checks, including incidents of sexual harassment, will also be conducted on the top candidate(s) in accordance with Department of Corrections' policy. This may include a review of job performance and discipline records.

New employees will be fingerprinted within the first 30 days of employment.

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 Teresa Moen at teresa.moen@state.mn.us or 651-361-7592 .

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 Teresa Moen at teresa.moen@state.mn.us .

About Corrections Dept

Go from a job to a meaningful career with the Minnesota Department of Corrections where we work to transform lives for a safer Minnesota! We hold people responsible for the offenses they commit while giving them the tools they need to succeed as they transition back to our communities. These people may be incarcerated in our correctional facilities or be under our supervision in the community. No matter a person's custody status, our mindset is the same: a person's path to rejoining the community starts on the day they begin serving their sentence. Become part of this mindset by joining our team! With the DOC you will find many promotional opportunities, great State of Minnesota benefits, competitive pay, free parking, and workout facilities at most locations.

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.