Job Information
State of Minnesota Office & Administrative Specialist Senior in Vadnais Heights, Minnesota
Job Class: Office and Administrative Specialist, Senior
Agency: Human Services Department
Job ID : 83226
Location : Vadnais Heights
Telework Eligible : Telework Eligible : Yes - This position has a flexible work arrangement that may allow for Telework (https://mn.gov/mmb-stat/policies/1422-telework-2025.pdf) or a mixture of working in our office and Telework (https://mn.gov/mmb-stat/policies/1422-telework-2025.pdf) ; This team is currently Teleworking (https://mn.gov/mmb-stat/policies/1422-telework-2025.pdf) ; however, this may change in the future with notice.
Full/Part Time : Full-Time
Regular/Temporary : Unlimited
Who May Apply : Open to all qualified job seekers
Date Posted : 04/16/2025
Closing Date : 04/22/2025
Hiring Agency/Seniority Unit : Human Services Dept / DHS Central Office AFSCME
Division/Unit : DCT Support Services / Strategy and Innovation
Work Shift : Day Shift
Work Hours : 8:00am - 4:30pm
Days of Work : Monday - Friday
Travel Required : Yes - 5% to conferences events etc.
Salary Range: $21.90 - $29.65 / hourly; $45,727 - $61,909 / annually
Classified Status : Classified
Bargaining Unit/Union : 206 - Clerical/AFSCME
Work Area : Strategy and Innovation
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 Department of Human Services is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DHS does not participate in E-Verify.
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.
Direct Care and Treatment (DCT) is seeking an individual to join our DCT Strategy and Performance Team for an exciting and rewarding opportunity as an Office and Administrative Specialist, Senior!
We are seeking an experienced and detail-oriented Office Administrative Specialist (OAS) Senior to join our team, specializing in strategic planning. This key role is responsible for ensuring the seamless coordination of administrative operations, managing complex schedules, and supporting high-level projects that align with our organizational goals. The ideal candidate will possess exceptional organizational skills, a proactive mindset, and the ability to implement efficient processes that enhance overall productivity.
As part of the team, you will play a vital role in strategic planning initiatives, analyzing data, identifying trends, and assisting leadership in developing and executing actionable strategies. Success in this role requires excellent communication and collaboration skills to ensure that initiatives are clearly aligned with departmental and organizational objectives. If you thrive in dynamic environments and have a passion for combining administrative expertise with strategic thinking, we encourage you to apply and help drive our organization forward.
This position provides assistance with all aspects of program and project timelines and tracking program deliverables , internal and external communication, including preparation of documents, communications, copying, uploading and emailing of documents, preparation and support for system-wide on-site and on-line meetings and activities; creating report formats, editing, compilation, copying/compiling documents for technical reports; compilation of presentation materials; filing; setting meetings, tracking attendance and meeting minutes, maintaining schedules and timelines, and assisting with maintenance of the Strategic Planning SharePoint page. The position provides expert level software support in Microsoft applications, enters data, and manages spreadsheets and databases. This position also coordinates registrations, travel, maintains and attends to resource needs of the department.
Primary responsibilities:
Produce accurate, timely work in a fast-paced environment supporting multiple processes
Responsible for daily support of Strategy and Performance Department functions. Manage department operational support needs.
Support implementation of new systems and processes; advance existing systems and processes
Ability to advance work independently and navigate complexity while working productively in systems under development and undergoing change
Create and maintain Strategy and Performance Team calendars, agendas, minutes, templates, spreadsheets, and process timelines in collaboration with the Strategy and Performance Team.
Organize, plan and perform a variety of administrative support duties such as:schedules, appointments, travel arrangements; arrange meetings and meeting rooms; prepare and file correspondence, file management, reports and documents, and maintain positive, productive work culture.
Coordinate logistics for virtual Strategic Planning and Strategy and Performance department events and meetings including technical needs, presentations and archival of materials.
Scheduling meetings in Outlook and Teams, managing online breakout sessions and meeting attachments.
Manage distribution lists and communicate professionally with internal and external stakeholders.
Provide software and data management services in support of the Strategic Planning and Strategy and Performance projects and efforts.
Contribute to effective Strategic Planning SharePoint site. Help manage content posting, structure of and access to the Strategic Planning SharePoint page and ensure current documents are posted in a timely manner.
Facilitate gathering of data materials and reports requested.Update data on dashboards, charts and spreadsheets.
Provide expert level software advice to the Department for use of word processing, presentation, and spreadsheet software including MS Word, Excel, PowerPoint and SharePoint, and other programs as needed.For example, how to create report templates using types and formats, footnotes, endnotes, report chapters, page numbers, creating and importing charting and graphs from spreadsheets and databases, group sharing drafts on the Web, tracking and editing of reviewer changes. Independently seek solutions and skill development as needed based on projects.
Consult with project owner regarding guidelines and rules related to data entry decisions.
Explore the Internet, or other sources for information in support of program initiatives and projects.
Contribute to productive, positive work environment
Minimum Qualifications
To receive credit for your education and experience, your resume should clearly describe how you meet each minimum and/or preferred qualification listed, including dates of employment.
1-3 years of administrative work experience.
Proficiency in Microsoft Office Suite, MS Word for document creation and formatting, MS Excel for data collection, entry, and basic analysis (e.g., charts, tables), MS PowerPoint for preparing presentations and visual materials
Demonstrate excellent communication and interpersonal skills.
Prior experience with maintaining multiple program and project timelines and tracking deliverables preferred or ability to learn.
Prior experience with creating and configuring SharePoint site pages preferred or ability to learn.
Prior experience with scheduling and supporting collaborative meetings, operating breakout sessions, providing materials, tracking attendance, preferred or ability to learn
Broad fundamental Information Technology knowledge. Willingness and ability to learn new technical skills.
Ability to work productively as part of a team and to work independently.
Skill in customer service sufficient to provide prompt, courteous and accurate information to customers in person, on the phone, and through e-mail and other written correspondence.
Keyboarding/typing skills, using Microsoft Word or equivalent software, sufficient to enter data in a database, and produce memos and correspondence in an efficient and timely manner.
Accounting/Math skills sufficient to calculate, review and reconcile financial data and balance accounts, and prepare and process financial documents/transactions.
English Language skills sufficient to write, prepare, and edit materials, using correct spelling, punctuation, grammar, and sentence construction.
Ability to coordinate meeting agenda items, attend meetings and record action items or follow up; transcribe notes and prepare / draft final copies of advanced correspondence, reports, spreadsheets, and miscellaneous documents.
Experience with Outlook and Microsoft Office applications (i.e., PowerPoint, Word, OneNote, Teams, Excel, Forms, etc.).
Preferred Qualifications
Advanced skills and familiarity with MS suite, Teams, SharePoint.
Our employees are dedicated to ensuring cultural responsiveness. Preferred candidates will have a variety of experiences working effectively with others from different backgrounds and cultures.
Additional Requirements
To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.
REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and criminal background check prior to appointment.
EDUCATION VERIFICATION - Applicants will be required to provide a copy of their high school diploma at time of interview OR copies of their college transcript or college degree/diploma at time of interview. Copies of the college degree/diploma are acceptable ONLY if it clearly identifies the field in which it was earned.
Direct Care & Treatment (DCT) healthcare facilities require employees to provide documentation that they are free from tuberculosis (TB) through a blood test prior to employment. DCT does not accept TB skin testing
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.