Job Information
State of Minnesota Office Administrative Specialist Intermediate in New Ulm, Minnesota
Working Title : Office Administrative Specialist Intermediate
Job Class: Office Administrative Specialist Intermediate
Agency: Department of Natural Resources
Who May Apply: Open to all qualified job seekers
Date Posted: 04/20/2024
Closing Date: 05/17/2024
Hiring Agency/Seniority Unit: Department of Natural Resources
Division/Unit: Parks and Trails
Work Shift/Work Hours: Day Shift
Days of Work: Monday - Friday
Travel Required : No
Salary Range: $19.57 - $25.95 / hourly; $40,862 - $54,183 / annually
Classified Status: Classified
Bargaining Unit/Union : 206 - Clerical/AFSCME
Work Area : New Ulm Region, Spicer, or Windom Area
FLSA Status : Nonexempt
Telework Eligible: No
Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : Yes
Make a difference in the lives of Minnesotans.
The work you’ll do is more than just a job. Join the talented, engaged and inclusive workforce dedicated to creating a better Minnesota.
The DNR is currently seeking to fill (1) permanent, full-time (100%) Office & Administrative Specialist Intermediate position in either Spicer, Windom, or New Ulm, MN. This position exists to perform receptionist, fiscal, administrative, and clerical support of the Division of Parks and Trails Areas 4A & 4B, the Southern Regional Office, and co-located offices in Spicer and Windom
Job responsibilities include:
Perform all job responsibilities in a manner that supports a healthy, safe, and productive work environment for all employees. Encourage a diverse workplace, treat others with respect, and contribute to work groups. Support the overall mission of the DNR.
Oversee administrative aspects of Area 4A and 4B, Regional Parks & Trails and co-located office budgets and accounting system so that SWIFT requirements are complied with, all obligations are accurately met, and budgetary analysis is accurate, current, and readily available and in compliance with Minnesota Statues and State policies.
Independently prepare, manage and procure goods and services for Parks & Trails staff with $1,000 Authorized Local Purchasing authority utilizing the Electronic Inter Office Requisition (EIOR) system and creating encumbrances using Statewide Integrated Financial Tools (SWIFT).Procurement transactions will be made in compliance with Minnesota Statutes and State policies.
Independently perform a variety of office management functions for the Regional Parks & Trails Office, Regional Interpretive and Resource programs, Area Trails Managers and also back-up the Regional Office and Administrative Specialist Principal, when absent, to ensure Southern Region operates according to establish State, Department and Division policies and procedures.
Oversee and coordinate the preparation and administration of all Grant-In-Aid Contracts for the Southern Region Parks & Trails in Snowmobile, Cross Country Ski and OHV programs in collaboration with the Area Supervisors and Regional Manager.
Minimum Qualifications
Knowledge of word processing/typing and use software to create, format, edit, print, and save a variety of documents, correspondence, and reports in an organized manner, grammatically correct, in proper format and free of spelling errors; create reports by combining and presenting data from multiple sources.
Spreadsheet skills sufficient to develop tables, charts, and graphs, in proper format and free of spelling errors; create reports by combining and presenting data from multiple sources.
Basic accounting skills sufficient to monitor and balance budgets, ensure that spending is within budget and effectively recommend fund transfers; resolve discrepancies; review/verify financial records and prepare financial summaries and reports; enter and access information, identify, and adjust for potential problems, etc.
Customer service skills sufficient to provide prompt, courteous, and accurate information to internal and external customers in person, by phone, e-mail, or other written correspondence; schedule and confirm appointments; interpret and explain program information; effectively communicate and elicit information with tact and diplomacy.
Ability to communicate effectively with others sufficient to perform the duties listed above, prepare written responses, present clear and concise explanations of governing rules and regulations, etc., and file and retrieve information based on content, using alphabetical filing practices.
Organizational skills sufficient to prioritize a diverse workload and adjust to changing priorities.
Interpersonal skills and abilities necessary to cooperate with a variety of staff members and partners on a broad range of tasks and responsibilities.
Preferred Qualifications
Two (2) years general office experience performing mail merging, database management, project management, administrator for online database; creating, issuing, and processing permits; creating purchase orders, processing paperwork for items such as fleet, purchasing cards, expense reports; creating and editing reports that included graphs and tables, etc.
High level of organizational skills to facilitate management of many projects at one time.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel), Adobe Pro, Access and Visio.
File management skills, paper and electronic, sufficient to retrieve/provide documents and information when needed.
Experience editing documents for accessibility compliance.
Additional Requirements
No driving duties are required.
Applicants must have the ability to meet the physical requirements and work in the environmental conditions of the position, with or without reasonable accommodations.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
It is policy of the Department of Natural Resources that all candidates submit to a background check prior to employment. The background check may consist of the following components:
Conflict of Interest Review
Criminal History Check
Education Verification
Employment Reference / Records Check
License / Certification Verification
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.