Office & Admin Specialist Sr
Working Title: Office & Admin Specialist Sr
Job Class: Office and Administrative Specialist, Senior
Agency: MN Department of Natural Resources
• Who May Apply: Open to all qualified job seekers
• Date Posted: 02/21/2024
• Closing Date: 03/12/2024
• Hiring Agency/Seniority Unit: Department of Natural Resources
• Division/Unit: DNR Fish and Wildlife Region 4
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required: Yes; occasional
• Salary Range: $20.96 - $28.37 / hourly; $43,764 - $59,236 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: New Ulm Region / New Ulm, MN
• FLSA Status: Nonexempt
• Telework Eligible: Yes
• Designated in Connect 700 Program for Applicants with Disabilities: 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 Department of Natural Resources (DNR) provides outdoor recreation activities and manages Minnesota’s natural resources to create economic opportunity and a sustainable quality of life. We are driven to find talented, innovative employees to help us carry out this mission.
The DNR is currently seeking an Office and Administrative Specialist (OAS), Senior in New Ulm, MN. This position exists to perform administrative, fiscal, customer service, and clerical support services within department programs and policies so that state requirements and federal aid guidelines are met, effective office procedures are carried out, the public is served efficiently, and fisheries and wildlife resources are managed, protected, sustained, and enhanced for the greatest public benefit. This position provides lead work direction and coordination to OAS staff in multiple offices. At the senior level, this position provides support to a region, provides periodic support to other divisions, and is the point person for inquiries. This position will address a broad scope of topics related to multiple programs with complicated rules and procedures. This position primarily provides administrative support to the Regional Wildlife Manager and the Assistant Regional Wildlife Manager, as well as Wildlife staff within Region 4.
Responsibilities include:
• Perform office management and administrative support functions so that customer needs are met and communication, information flow, materials, operations, programs, and projects are coordinated and carried out effectively, efficiently, timely and responsibly in accordance with State and DNR policies and procedures.
• Support budget management, the purchasing process and fleet/asset management so that financial obligations are met timely and in compliance with State, Federal, and DNR policies and procedures. Gathers, verifies, and summarizes data for fiscal and administrative reports. Provides technical advice to office staff. Schedules, trains, and gives technical guidance to co-workers.
• Process and archive reports in accordance with State and Federal retention guidelines. Maintain thorough knowledge of data-entry and result retrieval with department and division database programs.
• Fully support and contribute to the successful operation of the Division of Fish and Wildlife and the Department of Natural Resources in a professional manner. As needed, provide specific program support, and contribute to special projects as assigned.
• 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.
This position has a flexible work arrangement and may be eligible to telework on a part-time basis which is subject to change. If approved, the employee would be required to complete a telework agreement.
Minimum Qualifications
Word processing, typing or keyboarding skills sufficient to prepare budget summaries, advanced correspondence, documents, informational articles, policies and procedure statements.
Knowledge of budget terminology, preparation, and use sufficient to assist with budget planning, liquidation and tracking.
Accounting/Budgeting/Expense skills sufficient to review, track, analyze and prepare financial summaries and reports.
Spreadsheet skills sufficient to prepare spreadsheets, organize data and enter information from a variety of sources for tracking multiple accounts for projects and field operations.
Database management skills sufficient to accurately enter data, retrieve information, manage data, and generate reports.
Oral and written communication skills sufficient to communicate accurate, concise, and current information to internal and external customers.
Customer Service skills sufficient to remain courteous, helpful, tactful, effective and professional in manner, while serving as the information specialist regarding projects, working under time pressure, working with diverse people, and with conflicting priorities.
Communication skills sufficient to generate readable and accurate written materials (e.g., letters, memos, reports and instructional documents, free of spelling and grammar errors).
Ability to interpret administrative policies, procedures and documents to implement administrative and program policies, procedures and service standards.
Ability to oversee, lead, train, and evaluate the work activities of employees in the work area and/or region.
Skill in directing the work activities of state employees to ensure that standards, deadlines, and procedures/processes are met.
Preferred Qualifications
Three years of experience providing a variety of office management and administrative support functions for staff including managing financial resources.
Experience and advanced proficiency in Microsoft Office Suite (e.g., Word, Excel and Outlook).
Knowledge of Department of Administration policies and procedures and state laws regulating purchasing.
Knowledge of union contracts/plans sufficient to monitor employee business expenses.
Knowledge of the SWIFT accounting system.
Knowledge of Department organization and policies, rules and regulations governing natural resources.
Additional Requirements
This position requires an unrestricted Class D Driver’s license with a clear driving record.
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
How To Apply
Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the job information line at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers.
If you have questions about the position, contact David Trauba at david.trauba@state.mn.us or 507-233-1229.
If you are an individual with a disability and need reasonable accommodation to assist with the application process, please contact the ADA Coordinator at ADA.DNR@state.mn.us. To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Rebecca Mortellaro at rebecca.mortellaro@state.mn.us.
Why Work for Us
Diverse Workforce
We are committed to continually developing a workforce that reflects the diversity of our state and the populations we serve. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve the people of Minnesota.
A recent engagement survey of State of Minnesota employees found:
• 95% of employees understand how their work helps achieve their agency’s mission
• 91% of employees feel trusted to do their jobs
• 88% of employees feel equipped to look at situations from other cultural perspectives when doing their job
• 87% of employees report flexibility in their work schedule
Comprehensive Benefits
Our benefits aim to balance four key elements that make life and work meaningful: health and wellness, financial well-being, professional development, and work/life harmony. As an employee, your benefits may include:
• Public pension plan
• Training and professional development
• Paid vacation and sick leave
• 11 paid holidays each year
• Paid parental leave
• Low-cost medical and dental coverage
• Prescription drug coverage
• Vision coverage
• Wellness programs and resources
• Employer paid life insurance
• Short-term and long-term disability
• Health care spending and savings accounts
• Dependent care spending account
• Tax-deferred compensation
• Employee Assistance Program (EAP)
• Tuition reimbursement
• Federal Public Service Student Loan Forgiveness Program
Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.
AN EQUAL OPPORTUNITY EMPLOYER
Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. The State of Minnesota recognizes that a diverse workforce is essential and strongly encourages qualified women, minorities, individuals with disabilities, and veterans to apply.
We will make reasonable accommodations 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 and indicate what assistance is needed.
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