Experience Inc. Jobs

Working Title: Office & Admin Specialist

Job Class: Office and Administrative Specialist

Agency: Commerce Department

• Job ID : 79804

• Location : St. Paul

• Telework Eligible : No

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 09/07/2024

• Closing Date : 09/20/2024

• Hiring Agency/Seniority Unit : Commerce Dept / Commerce-AFSCME

• Division/Unit : Mailroom & Front Desk

• Work Shift/Work Hours : Day Shift

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $20.02 - $25.03 / hourly; $41,801 - $52,262 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : (Required for AFSCME)

• 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 agency-wide assistance with preparing documents for scanning/electronic storage, acts as the primary back up for reception, is responsible for on-site assistance with teleconferencing equipment and general conference room management, as well as general administrative back up.

Document prep duties will include responding to staff requests by meeting with individuals from all divisions to establish the scope, tasks, and details of each request; sorting, rescanning, and labeling batches of physical documents; coordinating and training with document scanning staff; and using electronic databases for sorting/processing electronic documents, including some data entry.

As the primary back up for reception, this position is expected to perform all the duties of the receptionist on an as needed basis, to include greeting and assisting visitors and the public both in person and via phone, directing calls to the appropriate staff/units, processing incoming paperwork, assisting with unclaimed property claims, accepting incoming mail/deliveries, and other related duties as assigned.

Teleconferencing assistance responsibilities will include gaining a comprehensive understanding of the teleconferencing software and equipment used in our Saint Paul office, ensuring all equipment is functioning properly, responding to staff requests for related training, testing, and troubleshooting, and being available to assist when time sensitive issues arise.

General administrative duties include acting as a backup for mailroom staff, ensuring conference rooms are tidy and stocked with relevant supplies, general cleaning of common use spaces such as copy stations, and other administrative duties as assigned.

Minimum Qualifications

• English sufficient to speak, read, and write at a minimum business/professional proficiency level.

• Customer Service skills (phone and in-person) sufficient to provide prompt, courteous, effective service to clients/customers.

• Knowledge of standard computer software programs (e.g. Microsoft Office Word, Excel, Outlook, Teams)

• Knowledge of communication sufficient to: (1) read, explain, and interpret a variety of materials; (2) follow detailed instructions and explain complex processes to customers

Preferred Qualifications

• Organizational skills sufficient to prioritize a diverse workload and adjust to changing priorities.

• Ability to learn, understand, and effectively communicate the use of teleconferencing equipment and software, and troubleshoot related issues.

• Ability to work cooperatively with individuals from diverse backgrounds

• Previous experience processing physical and electronic documents

Physical Requirements

Requires occasional moving of articles such as boxes, accounting records, laptop computer, and portable printer.

Additional Requirements

Job offer is contingent upon passing reference checks to verify job-related credentials, a criminal background check and drivers’ license check prior to appointment.

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.