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Office and Administrative Specialist, Senior

Company: Department of Human Services - Direct Care and Tre
Location: Moose Lake
Posted on: March 13, 2023

Job Description:

When all employees are embraced, respected and heard, we will build a collaborative, equitable, inclusive and anti-racist culture where everyone thrives.

Job Class: Office and Administrative Specialist, Senior
Agency: Human Services Dept

  • Who May Apply: Open to all qualified job seekers
  • Date Posted: 03/07/2023
  • Closing Date: 03/13/2023
  • Hiring Agency/Seniority Unit: Department of Human Services / DHS Moose Lake AFSCME
  • Division/Unit: Direct Care and Treatment / MSOP Security Svcs / MSOP ML Security Admin
  • Work Shift: Day Shift
  • Work Hours: 8:00 a.m. - 4:30 p.m.
  • Days of Work: Monday - Friday
  • Travel Required: No
  • Salary Range: $19.87 - $26.89 / hourly; $41,488 - $56,146 / annually
  • Classified Status: Classified
  • Bargaining Unit/Union: 206 - Clerical/AFSCME
  • Work Area: MSOP ML Security Admin
  • 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.

    Job Summary

    The Minnesota Sex Offender Program (MSOP) is a sex offense specific treatment program in a modified therapeutic community and secure setting that provides comprehensive services to 740 civilly committed clients. Services include sex offense specific treatment, education programming, therapeutic recreation, vocational programming and volunteer services.

    The Minnesota Sex Offender Program (MSOP) is seeking an individual to join our team for an exciting and rewarding opportunity as an Office and Administrative Specialist, Seniorfor our Moose Lake, MN location.

    This position plays an important role managing workflows within the Security Administration Division of the Minnesota Sex Offender Program. The Office & Administrative Specialist, Senior is a conduit between all departments, bridging communication between staff, clients, and individuals visiting our facilities. The ability to interact professionally and communicate effectively in a variety of situations is essential as the Office & Administrative Specialist, Senior will interact with many people each day, often as the first point of contact from within the Security Administration Division. The Office & Administrative Specialist, Senior also plays a key part in supporting command post table top exercises as well as participation in actual command post settings. This includes providing facility support in fast-paced emergency management situations.

    Primary Responsibilities Include:
    • Facilitating, coordinating and attending meetings as a conduit for information flow between the Facility Security Director, Security Team and other departments.
    • Creating, obtaining, maintaining and distributing facility security records and documents such as background checks, policies, procedures through the use of SharePoint and other databases.
    • Scheduling and coordinating visitors who have requested to enter the secure perimeter within the campus.
    • Assisting the Facility Security Director in the tracking and analysis of department budgets including tracking data for various requests, monitoring expenditures and coordinating accounts payable functions.
    • Completing special projects and assisting the Facility Security Director/Facility Assistant Director with hiring process tasks including contacting applicants, coordinating interviews, maintaining documentation.


      Minimum Qualifications
      • Accounting/Budgeting/Expense skills sufficient to assist in budget tracking and analysis.
      • Customer Services skill sufficient to provide courteous, prompt,and effective services in person, on the phone or via email.
      • Data Entry skills sufficient to create database records, update entries, create and apply the basics of spreadsheets, and supply/retrieve information in databass including SharePoint.
      • Database Management skills sufficient to maintain databases such as SharePoint sites and workflows.
      • Desktop Publishing skills sufficient to generate reports and work on special projects.
      • English Language skills sufficient to read, write, understand, and compose correspondence with proficiency in spelling, grammar and punctuation; and to communicate effectively with diverse co-workers, customers and the general public.
      • Math skills sufficient to add, subtract, divide and calculate averages.
      • Spreadsheets skills sufficient to develop and modify spreadsheets, and sort and extract data.
      • Typing/Keyboarding skills sufficient to compose and modify a variety of reports, letters, forms, and data summaries.
      • Word processing skills sufficient to develop, format, and modify a variety of correspondence, records, reports, graphs, charts and forms.
        Preferrred Qualifications
        • Working knowledge of various computer software programs such as the Microsoft Office Suite
        • SharePoint expertise including designing and maintaining SharePoint sites.
        • Reviewing and maintaining policy and procedure documentation.
        • 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

          This position requires successful completion of the following:

          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

          Application Details

          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 .

          CERTAIN DISABLED VETERANS: Effective August 1, 2012, legislation provides state agencies with the option to appoint certain disabled veterans on a noncompetitive basis if they: 1) meet service requirements and have a verified service-connected disability rating of at least 30%; 2) provide qualifying documentation verifying the disability; and 3) meet all Minimum Qualifications identified in this posting. To be considered under this legislation you must submit all documentation before the closing date.

          If you have questions about the position, contact Cory Vargason at cory.w.vargason@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 Samantha DeVries at samantha.devries@state.mn.us .

          About Human Services Dept

          WE MAKE A DIFFERENCE! The Minnesota Department of Human Services impacts the lives of 1.7 million people every year, helping them meet their basic needs so they can achieve their highest potential.

          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.


              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.

Keywords: Department of Human Services - Direct Care and Tre, Duluth , Office and Administrative Specialist, Senior, Administration, Clerical , Moose Lake, Minnesota

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