Office and Administrator Specialist Senior - St. Paul, United States - Minnesota Department of Employment and Economic Development

Description

The Minnesota Department of Employment and Economic Development (DEED) is the State of Minnesota's principal economic development agency. DEED's mission is simple: to empower the growth of the Minnesota economy, for everyone.

We are driven to find talented and innovative public servants, motivated by the opportunity to serve businesses, people, and the greater good. At DEED you will join a diverse team, inspired by challenging work and united by shared values that guide our work every day. At DEED we live our values by; focusing on the customer, communicating early and often, seeking solutions, creating inclusion, encouraging new ideas, and being gracious.

DEED is a Beyond the Yellow Ribbon agency and committed to proactively supporting servicemembers, veterans, and military families. DEED offers great employment opportunities with a meaningful mission to truly make a difference in the lives of those under our care and for those in communities throughout Minnesota.

Working Title: Administrative Assistant
Job Class: Office and Administrative Specialist, Senior
Agency: Department of Employment and Economic Development

• Who May Apply: This vacancy is open for bids and for all qualified job seekers simultaneously.
• Date Posted: 04/24/2024
• Closing Date: 04/30/2024
• Hiring Agency/Seniority Unit: Employ & Econ Development Dept / Employ & Economic Dev-AFSCME
• Division/Unit: Employee Payroll / CO Diversity &EqualOpportunity
• Work Shift/Work Hours: Day Shift, 8am to 4:30pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $ $28.37 / hourly; $43,764 - $59,236 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: Great Northern Building St. Paul, MN 55101
• FLSA Status: Nonexempt
• Telework Eligible: Yes, may be eligible to telework up to four (4) days per week
• 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

We offer a dynamic team-oriented environment where everyone's contribution is key to successful outcomes. You will be part of a strong team dedicated to DEED's mission to empower the growth of the Minnesota economy, for everyone. If this interests you, we want to hear from you

This position will provide administrative support to DEED's General Counsel's Office (GCO) and Office of Diversity and Equal Opportunity (ODEO). This administrative support encompasses but is not limited to developing, proofreading, and editing documents from general instructions or standard templates such as legal memorandums, non-jurisdiction letters, notices for equal opportunity (EO) compliance monitoring, and reports, etc. The position is responsible for maintaining team intranet pages, conducting document accessibility reviews, and checking/triaging USPS mail. They will also serve as a team liaison to Agency Financial Services, assisting with invoice management, purchasing goods and services, developing contracts, and coordinating registration for professional development opportunities and travel. Job responsibilities also include assisting in the development and presentation of training materials to DEED staff, providing technical assistance, data entry, and technical research. The role assists GCO and ODEO Directors with managing schedules, coordinating large group meetings for the team, and recording meeting minutes. Administrative support to the GCO includes data practice activities and legal policies and procedures. Administrative support to the ODEO includes complaint intake; triaging complaints per ODEO/GCO/ Human Resources (HR) procedures and adding data into shared databases, and finally, helping the team prepare for events the ODEO team participates in or hosts.

Qualifications

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.

Knowledge of communications sufficient to answer telephones, direct calls, and take messages.

Knowledge of communications sufficient to communicate effectively with internal and external customers.

Skill in using spreadsheet applications, such as Microsoft Excel or Google Sheets to enter, compile, store, and retrieve data.

Skill in word processing sufficient to use software such as Microsoft Word, to type and format letters, memos, reports, and minutes of meetings, etc.

Skill in customer service sufficient to respectfully engage with clients, coworkers, and customers, when handling difficult or complex problems and resolving escalated complaints or disputes.

Skill in document and records management sufficient to maintain electronic or paper files for efficient organization and retrieval of information.

Preferred Qualifications

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.

Knowledge of Software applications such as Microsoft Office programs (Outlook, SharePoint, and PowerPoint) including but not limited to Adobe Acrobat Pro, including Adobe Acrobat Pro's page-organization and redaction capabilities.

Knowledge of the Minnesota Government Data Practices Act and/or other privacy laws and ability to analyze data, determine classification of data, and protect not public data.

Experience working in an Equal Opportunity or Human Rights office or assisting attorneys with legal and policy research.

Experience with document accessibility.

Demonstrated experience in processes improvement.

Additional Requirements

This position requires successful completion of the following:

Resumes of all applicants to this posting will be evaluated against the Minimum Qualifications stated above. If your skills match the required skills for this position, the department may contact you. Employee reference checks will be conducted on selected finalists. This may include a review of documentation related to job performance and education. It includes contact with the applicant's current and/or former employers.

A Criminal Background Check will be conducted on selected finalists for this position. A criminal conviction will not automatically remove you from consideration for employment.

When the position requires travel and the applicant drives a state owned or leased vehicle, a driver's license record check will be conducted.

Must be legally authorized to work in country of employment without sponsorship for employment visa status (e.g., H1B status).

Application Details

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.

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 or email and indicate what assistance is needed.