Front Desk & Administrative Support/Office & Admin Specialist Intermediate

Working Title: Front Desk & Administrative Support
Job Class: Office and Administrative Specialist, Intermediate
Agency: Public Safety Department

• Who May Apply: Open to all qualified job seekers and DPS employees eligible to bid (permanent, classified employees in the same job and class). Bidding will be open until 3/01/2024 for this job opening. Eligible bidders should apply through self-service and confirm their bid by emailing sara.luther@state.mn.us by 3/01/2024.
• Date Posted: 02/23/2024
• Closing Date: 03/07/2024
• Hiring Agency/Seniority Unit: Public Safety Dept / Public Safety-AFSCME
• Division/Unit: Homeland Security & Emer Mgmt / HSEM Administration
• Work Shift/Work Hours: Day Shift; 8:00am-4:30pm
• 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: 445 Minnesota Street, St. Paul, MN 55101
• FLSA Status: Nonexempt
• Telework Eligible: No
• 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.

To provide administrative support requiring specialized knowledge of program operations to Homeland Security and Emergency Management staff by providing a variety of office services.

Minimum Qualifications

• Customer service skills sufficient to provide effective general office support, accurate information, and resolutions for routine customer issues via in person, telephone, and/or email correspondence in a timely, thorough, respectful manner.
• Strong administrative management skills sufficient to maintain manual and electronic files for efficient organization and retrieval of information.
• Data entry skills sufficient to compose correspondence, maintain records and files, create and maintain spreadsheets, and enter and maintain accurate data.
• English skills sufficient to speak, read, understand, and respond to written and verbal communications with internal and external customers.
• Basic computer and typing/keyboard skills: Ability to use MS Word and Excel, and other software applications to prepare, create, format, edit, print, save and/or attach a variety of documents.
• Organizational skills sufficient to manage multiple projects and stay focused through frequent interruptions while still delivering results and meeting deadlines.
• Demonstrated ability to work independently and take the initiative to do a job without regular help and advice from others.

Preferred Qualifications

• Experience using the Minnesota Accounting and Procurement System (SWIFT).
• Ability to work independently in a fast-paced and demanding work environment with frequent interruptions.
• Experience providing administrative support to a large office.
• Strong computer/software application skills (i.e. Microsoft Office Suite, SharePoint, etc.)
• Ability to multi-task and prioritize work to meet deadlines while utilizing resources available.
• Ability to work cooperatively with individuals from diverse backgrounds.

Physical Requirements

Requires occasionally moving and transporting such articles as file boxes and heavy hand tools or heavier materials with help from others, and moving and transporting light objects frequently. Even though the weights being moved and transported may be a negligible amount, a job in this category may require positioning self to move to a significant degree or may involve maintaining a stationary position for extended periods.

Additional Requirements

This position requires successful completion of the following:

It is the policy of the Department of Public Safety that all employees submit to a background investigation prior to employment, which includes the following components:

• Criminal History
• Reference Check

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 Sara Luther at sara.luther@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 Sara Luther at sara.luther@state.mn.us.

About Public Safety Dept

The Minnesota Department of Public Safety (DPS) is a diverse, complex agency dedicated to serving communities across the state. DPS has 10 public facing and four support divisions with about 2,200 dedicated employees operating programs statewide that all have one goal: Building a safer Minnesota.

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.

For accommodations or questions about accessibility specifically relating to this job announcement, please email the Affirmative Action Division at angela.geraghty@state.mn.us or call 651-201-7136.