Administrative & Project Specialist - Office & Administrative Specialist Senior - State of Minnesota

Working Title: Administrative & Project Specialist

Job Class: Office and Administrative Specialist, Senior

Agency: Health Department

• Job ID : 81937

• Location : St. Paul

• Telework Eligible : Yes

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : This vacancy is open for bids and for all qualified job seekers simultaneously. Bidders will be accepted through 11/27/2024.

• Date Posted : 11/21/2024

• Closing Date : 11/27/2024

• Hiring Agency/Seniority Unit : Minnesota Department of Health

• Division/Unit : Health Promotion & Chronic Disease / HPCD Support Staff

• Work Shift/Work Hours : Day Shift/ 8:00am-4:30pm

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $21.90 - $29.65 / hourly; $45,727 - $61,909 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - AFSCME Clerical. Council No.5

• Work Area : Health Promotion & Chronic Disease

• 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.

This position provides lead administrative support and coordination for operations and projects in the Health Promotion & Chronic Disease (HPCD) Division, which includes the HPCD Director's Office, and supplemental administrative support for section managers across four sections in HPCD. This position is responsible for providing administrative services including requests for purchase, support to create purchase orders and contracts, receipting invoices, and coordination of administrative support with vendors. In addition, this position provides purchasing card reconciliation, and daily operations support for other administrative needs in the division, including meeting planning and facilitation.

Responsibilities of the role include but are not limited to:

• Division-wide support for handling mail, managing supplies and IT equipment, scheduling and setting up hybrid and in-person meetings.

• Planning and logistical/technical support for division and section-level meetings, including a variety of formats (hybrid, in person, online) and locations (MDH buildings or off-site).

• Guidance for division records and information management activities and overall Minnesota Department of Health policies and administrative procedures.

• Support for a variety of process improvement projects, as assigned by the Division Director's Office.

This position is 60% office based/required to be in the office 3 days per week. Position location is the Minnesota Department of Health Freeman Building in St. Paul, Minnesota. Telework schedule will be based on the business needs of the division and supervisory discretion.

Minimum Qualifications

To facilitate proper crediting, please ensure your resume/application clearly describe your experience in the areas listed below and indicates the beginning and ending month and year for each job held. Only applicants whose resumes clearly demonstrate fulfillment of each of the minimum qualifications will be considered for this position.

One (1) year of experience in administrative support. Experience to include all of the following:

• Perform administrative support work for a work unit's expense and budget administration.

• Data entry skills sufficient to create database records and update entries in a timely manner.

• Word processing skills to develop and modify a variety of correspondence, records and reports.

• Database management sufficient to develop and maintain databases and calendars for staff.

• Document and records management sufficient to maintain electronic or paper files for efficient organization and retrieval of information.

• Explain policies and procedures in a clear, concise, and professional manner to both internal and external customers.

Preferred Qualifications

• Knowledge of project management and organizational skills.

• Experience facilitating meetings between internal and external partners including virtual, hybrid and in person settings.

• Experience with customer service; and process or continuous improvement principles.

• Experience in supporting administrative tasks for a government office including procurement/purchasing.

• Knowledge of records management best practices.

Additional Requirements

• Must successfully pass a background and reference check.

• This employment does not require a valid driver's license, but it does demand occasional travel, which the candidate will be responsible for meeting.

• The successful candidate under U.S. Citizen and Immigration Services regulations must be able to accept work in the U.S. by the day employment begins. The agency is unable to offer H-1B sponsorship.

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.