Administrative Assistant Job at State of Minnesota in St Paul

Working Title: Administrative Assistant

Job Class: Office & Administrative Specialist, Principal

Agency: MN Department of Natural Resources

• Job ID : 82065

• Location : St. Paul

• Telework Eligible : Yes; Hybrid

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 11/27/2024

• Closing Date : 12/17/2024

• Hiring Agency/Seniority Unit : Department of Natural Resources

• Division/Unit : Operations Services / OSD OCO Section Heads

• Work Shift/Work Hours : Day Shift

• Days of Work : Monday - Friday

• Travel Required : Yes

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

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : Division of Operations Services

• 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.

The DNR is seeking to fill one (1) Administrative Assistant position at our central office in Saint Paul, MN.

This position exists to provide high-level administrative support to the Communications Director in the Office of Communications and Outreach (OCO) and to other OCO managers and supervisors. This position has executive duties such as scheduling, organization, meeting coordination, establishing, and maintaining record systems, and travel planning, as well as administrative duties such as financial management and serving as a personnel liaison. This position provides assistance for select special events such as the Minnesota State Fair and Northwest Sportshow and provides support to OCO units. This individual will assist with other division- and agency-wide tasks as needed.

Responsibilities include but are not limited to:

• Provide executive-level and confidential assistance to Communications Director and administrative support to other OCO managers.

• Support coordination and execution of special events (e.g., Minnesota State Fair, annual DNR Communications retreats etc.) and special projects as assigned.

• Provide administrative support to OCO operations (e.g., coordinate and schedule reviews, order and maintain office supplies, assist with expense management, scheduling meetings, and other assigned administrative tasks).

• Coordinate bill-paying, purchase order development, invoice approvals and tracking, and maintenance of blanket purchase orders for the section.

• Coordinate and ensure the director’s timely review and signing of contracts, position descriptions, expense reports and other important documents.

This position may be eligible to telework, which is subject to change. If approved, the employee would be required to complete a telework agreement. This position may require reporting to the primary work location occasionally for meetings, training, onboarding, or as needed by supervisor. This position will require reporting to work at special events (e.g. State Fair, communications retreats, etc.)

Minimum Qualifications

• Knowledge of administrative services which directly support multiple functions of a medium-sized division or office (20+ people), or district.

• Knowledge and skills related to PO requests, tracking POs, paying invoices, and retaining financial documents, as well as administering other paperwork and records, in a timely, professional, secure and accurate manner.

• Skills using Microsoft Office Suite products including Outlook, Word (conditional mail merge), Excel (pivot tables), PowerPoint (tables and graphics), Teams, Access (database), Visio, etc., sufficient to compose, create, modify, and publish calendars, memos, letters, documents, reports, charts, graphics, presentations, etc.

• Human relations skills sufficient to establish and maintain excellent working relationships with a variety of customers, provide excellent customer service, and communicate effectively and comfortably with state and agency leadership.

• Organizational and planning skills sufficient to coordinate schedules and meetings, handle correspondence, and ensure work is completed in a timely manner.

• Ability to analyze and make recommendations to management for new or revised administrative practices and procedures for smooth and efficient office operation.

• Ability to provide leadwork for others sufficient to plan, coordinate, and direct office support activities.

• Typing, word processing, and writing skills sufficient to draft professional, error-free correspondence on behalf of the Director and Department.

Preferred Qualifications

• Three (3) years of high-level administrative experience, including providing support to individuals at the management or senior management level.

• Experience in in-person meeting and event planning, as well as logistical and technology support for meetings or events conducted with remote participants.

• Knowledge of department-related laws, rules, regulations, and policies sufficient to provide information as requested.

• Knowledge of processes in national, state, or local units of government.

• Project management training or expertise.

• Continuous improvement training or expertise.

Additional Requirements

There are no driving duties 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.