Working Title: Director's Administrative Coordinator/Office & Admin Specialist Prin

Job Class: Office & Administrative Specialist, Principal

Agency: Children Youth & Families Dept

• Job ID : 84005

• Location : St. Paul

• Telework Eligible : Yes, 1-2 days in-person at St. Paul, MN office

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers. This vacancy is open for bids and for all qualified job seekers simultaneously. Bidders will be considered through 2/14/25. Please note that to be considered a bidder, you must be a permanent non-probationary DCYF employee in the same job classification as the position.

• Date Posted : 02/07/2025

• Closing Date : 02/14/2025

• Hiring Agency/Seniority Unit : Children Youth & Families Dept / DCYF Central Office AFSCME

• Division/Unit : DCYF/Family Well Being/Economic Assistance and Employment Supports Division

• Work Shift; Day Shift

• Work Hours : 8:00 am-4:30 pm

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $23.76 - $32.06 / hourly; $49,610 - $66,941 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : Family Well Being

• FLSA Status : Nonexempt

• Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : Yes

The Department of Children, Youth, and Families is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DCYF does not participate in E-Verify.

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.

In the 2023 legislative session, the Governor’s Office, Minnesota legislature, and leaders for children and families worked in partnership to pass legislation establishing the Department of Children, Youth, and Families (DCYF) to create a sustainable, public face for children’s issues in state government. This new cabinet-level agency brings together programs centered on children and families, including child care and early learning, child support, child safety and permanency, economic support and food assistance, and youth opportunity. Formerly a part of the Department of Human Services, the new Department of Children, Youth, and Families (DCYF) Agency became effective on July 1, 2024.

* Telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) ( Within Minnesota or neighboring states only; telework is not allowed in other states ) and flexible hours options are available . * This is a hybrid position requiring the incumbent to be on-site at the downtown St. Paul office 1-2 days per week.

This position provides advanced executive level administrative support to the Director of the Economic Assistance & Employment Supports Division (EAESD) within the Family Well-Being Administration. This position manages the daily operations of the director’s office and ensures the office needs are being treated with high level of prioritization. This position acts as primary point of contact for the Director and serves as liaison between EAESD and the executive leadership of the Department of Children, Youth, and Families (DCYF) including the Commissioner’s office.

Responsibilities include:

• Manage daily operations of the Division Director’s office and perform confidential and specialized administrative support duties for the Division Director.

• Manage the Director’s office internal/external communication activities, verbal or written, requiring interactions with all levels of state government, executive leadership at the state and stakeholder level, state staff, and division clientele and customers.

• Develop, produce, and evaluate workflow procedures and assist in solving managerial or procedural problems.

• Serves as liaison between EAESD and DCYF Commissioner’s office and other executive leadership of the DCYF

• Other duties as assigned in support of EAESD’s office and administrative functions and tasks.

Minimum Qualifications

• Proven office administration skills to perform a wide range of complex and confidential administrative and clerical support duties with tack and diplomacy in an executive or senior management setting.

• Well-developed organization and prioritization skills to lead and implement a wide range of office processes, workflows, and logistics in a high-profile and diverse team-based environment.

• Verbal and written communications skills essential to:

• proofread documents, draft official government correspondence, constitute letters, memoranda, meeting minutes, procedures, and other materials.

• develop presentations; answer and triage calls; and interact with all levels of state government including executive level officials, legislators and legislative staff, stakeholders, and the public.

• Technical and database management skills for the effective use and application of:

• Microsoft desktop software (Word, Excel, Outlook, PowerPoint, Vision, SharePoint, etc.).

• Electronic communications tools such as TEAMS, Zoom, WebEx and other video conferencing tools.

• Adobe and other related computer software/applications.

• Analytical skills essential to anticipate needs, plan, and propose solutions that fall within the scope of the position.

• Interpersonal skills necessary to diplomatically navigate, interact, and cultivate customer service relationships with a diverse body of stakeholders and decision makers

Preferred Qualifications

• Experience providing high-level administrative and clerical support in government setting as an executive administrative assistant supporting multiple executive and senior managers.

• Experience in developing, coordinating, producing, and editing internal and external written organizational materials.

• Experience in CRM systems/tools, database management, email management, and executive-level tools to support customer service, processes, and data gathering to help manage the director’s office.

• Experience in applying project management techniques, principles, and practices to plan and prioritize work, set goals, manage deadlines, and allocate time and lead and coordinate activities of others.

• Knowledge of state government structure and programs centered on children, youth, and families, particularly as it pertains to programs administered by EAESD to support executive-level coordination and processes; and interpret, answer, and troubleshoot inquiries concerning services and programs.

• Experience in cross-cultural environment working effectively with others from different backgrounds and cultures.

Additional Requirements

REFERENCE/BACKGROUND CHECKS – DCYF will conduct reference checks to verify job-related credentials and a criminal background check prior to appointment.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us . Please indicate what assistance is needed.