Office And Administrative Specialist Senior

Working Title: Office Administrative Assistant Senior
Job Class: Office and Administrative Specialist Senior
Agency: Corrections Dept

• 
  Who May Apply: Open to all qualified job seekers
• Date Posted: 03/23/2024
• Closing Date: 03/29/2024
• Hiring Agency: Department of Corrections
• Location: Minnesota Correctional Facility (MCF) - Shakopee
• Division/Unit: Facility Operations/Physical Plant
• Work Shift/Work Hours: Day Shift/7:00 AM - 3:30 PM
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $20.96 - $28.37 / hourly; $43,764 - $59,237 / annually
• Classified Status: Classified
• 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.

This position is a shared service and exists to provide confidential administrative support for the Physical Plant Department including the Physical Plant Director and the Associate Warden of Administration (AWA). In addition to clerical duties there is regulatory compliance and updates reporting, Archibus work order system reporting, B3 energy usage and tracking, recycling and waste data tracking, and various other programs to manage.

This position is also Bureau of Criminal Apprehension (BCA) certified and responsible for the background checks and security clearance for outside contractors providing services within the facility. Responsibilities include contractor renewals to the system along with updating the approved contractors list on iShare and in Control Access Tracking System (CATS). In addition, this position uses the Electronic Inter Office Requests (EIOR) system for all purchasing and completes purchase orders for all of the blanket orders and balances orders by tracking the Physical Plant Budgets and AWA budgets.

This position has contact with incarcerated individuals at MCF-Shakopee

Minimum Qualifications

To be qualified for and considered for this position, applicants must meet all of the minimum qualifications listed below. Ensure that your resume contains descriptions of your work experiences sufficient for comparison against the requirements stated below and indicate the beginning and ending month and year for each job held.

• Data entry skills sufficient to accurately enter and save information in database management systems, such as the Correctional Operations Management System (COMS), Odyssey, and BCA, B3, and Archibus.
• Database management skills sufficient to query information and accurately enter, modify and backup data and locate information in computer logs and systems, such as COMS and CATS.
• Word processing skills (preferably Microsoft Word) sufficient to prepare memos and letters that are grammatically correct, and in proper format and free of spelling errors.
• Spreadsheet skills (preferably Microsoft Excel) sufficient to develop, design and manipulate spreadsheets.
• English language skills sufficient to read, explain and interpret a variety of documents and follow detailed written instructions.
• Customer service skills sufficient to provide prompt, courteous and accurate information.
• Ability to develop administrative and programmatic procedures sufficient to obtain, organize, and draft materials and to develop and modify procedures.
• Ability to maintain confidentiality of data and information.

Preferred Qualifications

The following qualifications are strongly desired of applicants seeking consideration for this position:

• Experience working directly with ODocS, COMS or EIOR.
• Experience working in a correctional/secured setting.
• Experience working in an office/clerical setting.
• Knowledge of Physical Plant duties and correctional policies
• Possession of a current BCA certification.

Physical Requirements

The selected finalist is required to review and sign a Physical Demands Analysis (PDA) for this position and may be required to complete a tuberculosis screening. For a copy of the PDA, please email Loren Foster at Loren.Foster@state.mn.us.

Additional Requirements

The selection process may include screening the top candidate(s) on their criminal history, predatory offender registration, offender associations and/or other applicable background information in accordance with Department of Corrections’ policy. Top candidate(s) must pass a criminal history check which includes successful completion of all sentencing and/or restitution requirements of law enforcement jurisdictions, including probation.

Employment history/reference checks, including incidents of sexual harassment, will also be conducted on the top candidate(s) in accordance with Department of Corrections’ policy. This may include a review of job performance and discipline records.

New employees will be fingerprinted within the first 30 days of employment.

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 e-mail 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 Loren Foster at Loren.Foster@state.mn.us or 651-361-7305.

To receive consideration as a Connect 700 Program applicant, apply online, e-mail the Job ID#, the Working Title and you valid Proof of Eligibility Certificate by the closing date to Loren Foster at Loren.Foster@state.mn.us.

About Department of Corrections

Go from a job to a meaningful career with the Minnesota Department of Corrections where we work to transform lives for a safer Minnesota! We hold people responsible for the offenses they commit while giving them the tools they need to succeed as they transition back to our communities. These people may be incarcerated in our correctional facilities or be under our supervision in the community. No matter a person's custody status, our mindset is the same: a person's path to rejoining the community starts on the day they begin serving their sentence. Become part of the mindset by joining our team! With the DOC you will find many promotional opportunities, great State of Minnesota benefits, competitive pay, free parking, and workout facilities at most locations.

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 holiday 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)
• 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

The State of Minnesota is an equal opportunity, affirmative action, and veteran-friendly employer. We are committed to providing culturally responsive services to all Minnesotans. 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. Please indicate what assistance you need.