Office & Admin Specialist Sr

State Of Minnesota Saint Paul , MN 55102

Posted 1 week ago

Job Details

Job Class: Office & Administrative Specialist Senior

Who May Apply: Open to all qualified applicants

Date Posted: 03/18/2019

Closing Date: 03/25/2019

Hiring Agency/Seniority Unit: Department of Natural Resources

Division/Unit: Operations Services Division / Regional Office

Work Shift/Work Hours: Day Shift; 8:00 am

  • 4:30 pm

Days of Work: Monday

  • Friday

Travel Required: No

Salary Range: $18.05 - $24.42 /hourly; $37,688 - $50,989 /annually

Classified Status: Classified

Bargaining Unit/Union: 206 - AFSCME/Clerical

Work Area: St. Paul Region

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 administrative support to the DNR Regional Buildings and Engineering Program staff. Days of work are Monday through Friday, 8:00 am to 4:30 pm. This position adds value to the Department by providing a high level support, expertise, and project control that allows the Facility Advisors, Civil Engineering staff, and Regional MR Supervisor the maximized ability to conduct their specified and implied tasks of project management.

Responsibilities include:

  • Complete the necessary steps in the bid/contract process so that all bid documents for contracts are prepared and processed in a timely and efficient manner and is in compliance with the DNR operating policies and procedures.

  • Support the regional construction/repair contract administration process so that construction and professional technical contracts meet criteria as outlined by the Department of Administration, the DNR administrative process, and are in compliance with Minnesota State Statutes.

  • Provide administrative support for developing annual work plans, purchasing/cost coding, leases, asset management, surplus building disposals, and any other Buildings Program directives so that Agency, Program, and Discipline policies, guidance, and intent are met.

  • Document costs and project status reports in the project database files and retrieve for management reports.

  • Review budgets on a timely basis and communicate to staff for sustainment of annual work plans.

  • Coordinate the development of project requisitions and status reports.

  • Provide office administrative assistance and coordination to central regional Operations Services staff to ensure efficient operation of all Division programs.

Qualifications

Minimum Qualifications:

  • English skills sufficient to generate readable and accurate written materials (e.g., information and instructional materials, letters, memos, and reports) free of spelling and grammatical errors.

  • Word processing and typing skills sufficient to prepare advanced correspondence, documents, informational articles, policies, and procedure statements.

  • Spreadsheet skills sufficient to organize data and information from a variety of sources, compile lists, and track projects and activities.

  • Data management skills sufficient to compile, research, and analyze information from databases.

  • Accounting/budgeting/expense skills sufficient to review, track, analyze, and prepare financial summaries and reports.

  • Customer service skills sufficient to serve as the initial public contact on all inquiries requiring input or assistance, redirect to appropriate staff, and working effectively with a diverse and occasionally difficult clientele in a courteous, tactful, effective, and professional manner.

  • Ability to implement and provide input for program policies, procedures, and service standards in cooperation with Management Resource programs.

  • Leadwork skills sufficient to manage work through others to achieve Management Resource objectives.

Preferred Qualifications:

  • Three or more years of experience in an advanced administrative support role.

  • Post-High School education in Business, Accounting, or Finance.

  • Experience with SWIFT (State-Wide Integrated Financial Tools) or equivalent enterprise accounting system.

  • Experience with Microsoft Office Suite (i.e., Word, Excel, Outlook, and Access) at an advanced level.

  • Knowledge of Management Resource Programs such as fleet, facilities, engineering, IT, materials management, and procurement.

Physical Requirements

Requires occasionally lifting up to 25 pounds such articles as file boxes and heavy hand tools or heavier materials with help from others and/or lifting and carrying light objects frequently. Even though the weights being lifted may only be a negligible amount, a job is in this category may require walking or standing to a significant degree or may involve sitting most of the time with a degree of pushing and pulling of arm and/or leg controls.

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.

Contact

If you have questions about the position, contact Don Matthys at don.matthys@state.mn.us or 651.259.5778.

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.

AN EQUAL OPPORTUNITY EMPLOYER

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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Office & Admin Specialist Sr

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