Working Title: Office & Admin Specialist Int

Job Class: Office and Administrative Specialist, Intermediate

Agency: Health Department

• Job ID : 81744

• Location : St. Paul

• Telework Eligible : Yes

• Full/Part Time : Full-Time

• Regular/Temporary : Limited

• Who May Apply : Open to all qualified job seekers -bidders will be considered simultaneously.

• Date Posted : 11/15/2024

• Closing Date : 11/21/2024

• Hiring Agency: Minnesota Department of Health (MDH)

• Division/Unit : Environmental Health/Well Management Central Office

• Work Shift/Work Hours : Day Shift

• 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 – American Federation of State, County, & Municipal Employees (AFSCME Clerical, Council No. 5)

• Work Area : Freeman Building, St Paul, MN

• 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 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.

Join a mission-driven team at The Minnesota Department of Health's (MDH ) and contribute to protecting, maintaining, and improving the health of all Minnesotans. Our Environmental Health division is looking for an Office and Administrative Specialist in the Well Management Section. The Office and Admin Specialist will perform administrative duties associated with fee and records management. This work involves researching information, organizing records, drafting correspondence, and performing data entry.

Primary responsibilities include:

• Efficiently managing and organizing records and data stored on paper, in specialized databases, and within online systems.

• Resolving data discrepancies through online research, analytical problem-solving, and troubleshooting

• Performing data entry tasks while following established procedures

• Overseeing and processing paper and electronic fees, deposits, and reconciliation.

• Providing prompt and courteous customer service in person, on the phone, through email and written correspondence

This position will have the option of some teleworking; however, it will be based on the business needs of the unit and is at supervisory discretion.

Minimum Qualifications

• Administrative office experience which includes, but is not limited to, handling a variety of business correspondences, recordkeeping, data management, or similar responsibilities.

• Knowledge of Data entry procedures and systems, such as Microsoft Office or similar data entry systems.

• Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files.

Additional minimum qualifications that will be assessed during the interview process:

• Proficient in database management, with the ability to search, input data, and generate reports.

• Strong communication skills, with the ability to convey information clearly and concisely while providing services and assisting others.

• Ability to work independently to problem-solve, troubleshoot issues, organize responsibilities, and manage time.

Preferred Qualifications

• One year administrative or technical experience supporting a government licensing or credentialing program, including processing of licenses, registration and permit applications, fee payments, deposits, and refunds.

• One year of experience providing customer support (phone, email, and walk-in service) for a government licensing or credentialing program and responding to complex and/or technical questions in a professional setting.

• One year experience working with specialized databases to enter data, research, process fees, and manage records.

• Proficiency using Microsoft Office, Teams, Windows, the internet, technical licensing, or credentialing database applications.

• Skills in accounting sufficient to reconcile transactions and deposits.

• Experience scanning and indexing digital documentation.

• Experience working with Minnesota Statutes and Rules, and government policies and procedures.

Physical Requirements:

• Ability to work in a seated position for extended periods of time.

• Ability to lift, carry, and retrieve files from boxes.

• Ability to move items up to 25 pounds.

Additional Requirements

This position requires successful completion of a background check and employment reference check.

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.