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Office & Admin Specialist Int
State of Minnesota | Saint Paul, Minnesota
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Job Description

Job Details

Job Class: Office and Administrative Specialist Intermediate

Who May Apply: Open to all qualified job seekers

Date Posted: 11/08/2018

Closing Date: 11/14/2018

Hiring Agency/Seniority Unit: Department of Natural Resources

Division/Unit: Operations Services / Human Resources Office

Work Shift/Work Hours: Day Shift; 8:00 am - 4:30 pm

Days of Work: Monday - Friday

Travel Required: No

Salary Range: $16.85 - $22.34/hourly; $35,183 - $46,646/annually

Classified Status: Classified

Bargaining Unit/Union: 217 - Commissioner's Plan

Work Location: St. Paul, MN

Employment Condition: Unlimited, Full-Time

FLSA Status: Non-Exempt

Connect 700 Program Eligible: Yes

Job Summary

Job Summary

This position exists to provide front desk reception, administrative, and technical support for the Human Resources Office at the Department of Natural Resources. Days of work are Monday through Friday, 8:00 am to 4:30 pm. The incumbent may receive work direction from the HR Director, Employment Services Supervisor, Operations Supervisor, Internal Investigators, OD/Training Manager, and will have extensive interaction with other DNR Units as well as other state agencies.

Responsibilities include:

* Serve as office receptionist, assisting visitors or callers with their requests: answer basic questions, refer people to appropriate HR Unit Staff; print and post up-to-date calendars for conference rooms; distribute incoming mail, and process outgoing mail.
* Provide technical support for human resources systems and processes: enter performance appraisals and position descriptions into SEMA4 system; process probation ends, seasonal recalls, and layoffs along with Smokechaser and Intern hires; prep and scan HR paperwork; set up New Employee Orientation classes in system while maintaining and closing training courses as needed.
* Maintain employee documents within the Electronic Data Management System: ensure documents are prepped and scanned; index documents into proper document types; organize, coordinate, and assist personnel with file viewing; pull documents from system as requested; purge electronic employee records per the state retention schedule.
* Inventory and organize office supplies: order office supplies weekly and distribute and restock supply cabinet; maintain invoices and packing slips for payment processing; keep track of toner needs for fax and printers; keep paper for copier and faxes supplied; process invoices for supplies and services.


Minimum Qualifications:

* One (1) year of experience performing office support work (i.e. word processing, data entry, filing, copying, distribution of information and materials).
* Word processing and typing skills sufficient to prepare correspondence and documents.
* Spreadsheet skills sufficient to organize data and information from a variety of sources, compile lists, and track projects and activities.
* Database software skills sufficient to accurately enter data, retrieve information, manage database, and generate reports.
* File management skills sufficient to accurately scan in and retrieve documents from the Electronic Data Management System (EDMS), or similar system.
* Customer service skills sufficient to answer phones, refer callers, and greet visitors.
* Strong organizational skills sufficient to create and maintain adequate and organized files, data, work processes, and systems.
* English skills sufficient to speak, read, write, understand, and respond to written and spoken communication with internal and external customers.
* Ability to manage calendars and schedule meetings using MS Outlook.
* Ability to handle sensitive information with tact and diplomacy while maintaining confidentiality.
* Ability to maintain attention to detail while experiencing numerous distractions.
* Ability to identify and address multiple priorities, work under pressure, and be flexible with changing priorities and frequent interruptions.

Preferred Qualifications:

* Three (3) years' experience in an administrative support role.
* Documented experience working with confidential information.
* Knowledge of the Minnesota Data Practices Act.
* Experience and skills in using SEMA4 or similar personnel management system sufficient to review employee and position information, pull standard reports, and accurately enter personnel transaction.

Physical Requirements

Requires occasionally lifting and/or carrying such articles as file folders, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties.

Additional Requirements

It is policy of the Department of the Natural Resources that all candidates submit to a background check prior to employment. The background check may consist of the following components:

* Employee Reference Checks
* SEMA4 Record Check
* Criminal History Check
* Education/License Verification

Application Details

Why Work For Us

The Department of Natural Resources is proud to operate within a Culture of Respect that provides a healthy, safe, and productive work environment for all employees. This means that our employees are supportive of a diverse workplace, are respectful to one another and to our customers. We believe that promoting a Culture of Respect allows our employees to do their best work in support of the agency's mission.

GREAT BENEFITS PACKAGE! The State of Minnesota offers a comprehensive benefits package including low cost medical and dental insurance, employer paid life insurance, short and long term disability, pre-tax flexible spending accounts, retirement plan, tax-deferred compensation, generous vacation and sick leave, and 11 paid holidays each year.

How to Apply

Click "Apply" at the bottom of this page and submit an application/resume that clearly describes how you meet the qualifications listed above. If you are unable to apply online, please contact the job information line at 651.259.3637.

For additional information about the application process, go to http://www.mn.gov/careers.


If you have questions about the position, contact Jennifer Rivera at jennifer.rivera@state.mn.us or 651.259.5318.

If you are a Connect 700 applicant, please submit your certificate to Chelsie Fisher at chelsie.fisher@state.mn.us or fax to 651.296.6494 by the job posting close date.


The State of Minnesota is an equal opportunity, affirmative action, and veteran-friendly employer. We are committed to providing culturally responsive services to all Minnesotans. The State of Minnesota recognizes that a diverse workforce is essential and strongly encourages qualified women, minorities, individuals with disabilities, and veterans to apply.

Minnesota Department of Natural Resources (DNR) encourages participation in all its programs, services and activities and does not discriminate against qualified applicants with disabilities. Anyone who believes they may need a reasonable accommodation in order to fully participate in the job application, interview or selection processes may contact any agency official with whom applicant has contact in the processing of their employment application to request an accommodation. Applicants may also contact the DNR's Affirmative Action office to request an accommodation by: E-mail: ADAdiversity.DNR@state.mn.us or by calling Sarah Spence-Koivisto at 651.259.5016; or using MN Relay 711.

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About State of Minnesota

The Minnesota State Association of Narcotics Investigators is an organization which includes active licensed federal, state, local law enforcement officers and prosecutors whose responsibilities for their respective agencies includes drug investigations. The goal of the Minnesota State Association of Narcotics Investigators is to increase communications between officers involved in drug investigations within the state of Minnesota. This professional organization will allow for sharing of intelligence information, training issued, legislative issued, and promote free exchange of new concepts, techniques and equipment that is available for narcotics investigations in the state of Minnesota.

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