Office And Administrative Specialist, Senior

Come help the Department of Corrections transform lives for a safer Minnesota! Each day when you come to work for the Department of Corrections, you have the opportunity to truly make a difference in the lives of those under our care and for those in communities throughout Minnesota.

Working Title: Office and Administrative Specialist, Senior

Job Class: Office and Administrative Specialist, Senior
Agency: Corrections Dept

• Who May Apply: Open to all qualified job seekers
• Date Posted: 02/01/2024
• Closing Date: 02/07/2024
• Hiring Agency: Department of Corrections
• Location: Minnesota Correctional Facility (MCF)-Stillwater
• Division/Unit: Discipline Unit
• Work Shift/Work Hours: Day Shift/7:00 AM - 3:00 PM
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $20.96 - $28.37 / hourly; $43,764 - $59,236 / 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 provides technical and Administrative support to the Discipline Unit supervisor and investigators, and the Hearing and Appeals Unit at the Minnesota Correctional Facility (MCF) Stillwater ensuring the requirements of the Department of Corrections’ discipline policies are met.

Job responsibilities include but are not limited to:

• Develop, coordinate, verify and maintain complex discipline and record keeping systems to ensure incarcerated individuals are provided with due process of the law.
• Complete and process all legal discipline system forms and appeals.
• Research and compile information, and provide assistance to the prosecutor and investigators for discipline hearings.
• Type letters, memos and forms and prepare files for filing, and make copies.
• Enter, compile, store, and retrieve data in a variety of computer databases and reports.
• Update and enter extended incarceration time on incarcerated individuals.
• Process incarcerated individual classification adjustments.

This position has direct contact with incarcerated individuals.

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.

• Math skills sufficient to add, subtract, multiply and divide whole numbers and use simple formulas.
• Typing/keyboarding skills sufficient to perform skilled typing tasks with speed and accuracy.
• Data entry skills sufficient to enter information into necessary databases (including Correctional Operations Management System (COMS) Classic, COMS Obligation, Crystal Reports, Microsoft Word and Excel, PowerPoint, Outlook, Offender Document System (ODocs), and SharePoint iShare.
• Word processing skills sufficient to prepare and modify memos, letters, and reports that are grammatically correct, in proper format, and free of spelling errors.
• Written communication skills sufficient to independently compose and edit correspondence and reports using proper grammar, punctuation and spelling.
• Verbal communication and interpersonal skills sufficient to communicate effectively with a variety of customers and exhibit professionalism, courtesy and tact.
• Skills in using spreadsheet software applications, such as Microsoft Excel to enter, compile, store, and retrieve data in a variety of reports.
• English speaking skills sufficient to communicate effectively with internal staff and external customers while exhibiting professionalism, courtesy, and tact.
• Customer service skills sufficient to work directly with staff, answer the phone, refer callers, and greet visitors with courtesy and respect.
• Ability to develop administrative and programmatic procedures sufficient to obtain, organize, and draft materials and to develop and modify procedures.

Preferred Qualifications

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

• Knowledge of correctional facility policies and procedures and the offender discipline processes.
• Knowledge of data privacy and the Minnesota Data Practices Act.
• Experience in utilizing computer applications and databases, such as Correctional Operations Management System (COMS), or a comparable criminal justice information system.
• One or more years of experience in a legal office setting providing administrative support and customer service.
• Experience in office organization and coordination (including establishing and maintaining systems and processes).
• Experience working in a correctional environment.
• Completion of an administrative support certification program or associates degree or higher in a relevant area

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

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 Loren Foster at Loren.Foster@state.mn.us.

About Corrections Dept

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 this 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 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)
• 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.