Job Information
State of Minnesota Office Administrative Specialist Intermediate / OASI in Grand Rapids, Minnesota
Working Title : Office Administrative Specialist Intermediate
Job Class: Office Administrative Specialist Intermediate
Agency: Department of Natural Resources
Who May Apply: Open to all qualified job seekers
Date Posted: 04/12/2024
Closing Date: 05/09/2024
Hiring Agency/Seniority Unit: Department of Natural Resources
Division/Unit: Parks and Trails
Work Shift/Work Hours: Day Shift
Days of Work: Monday - Friday
Travel Required : No
Salary Range: $19.57 - $25.95 / hourly; $40,862 - $54,183 / annually
Classified Status: Classified
Bargaining Unit/Union : 206 - Clerical/AFSCME
Work Area : Grand Rapids Region
FLSA Status : Nonexempt
Telework Eligible: No
Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : 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.
The DNR is currently seeking to fill (1) permanent, full-time (100%) Office & Administrative Specialist Intermediate position in Grand Rapids, MN.
This position exists to provide critical office and business management functions to include administrative and clerical services and complex contractual and fiscal functions for the Grand Rapids Area Parks & Trails Office. This position monitors and assists in the management of budgets, state Grant in Aid programs, and divisional Parks and Trails operations. As a lead worker this position provides technical advice and work guidance to other staff. This position also assists with the management of receptionist and clerical duties, shared office equipment technical support, building coordination efforts and resource responsibility for the DNR region 2 headquarters.
Responsibilities include:
Assist in the management and monitoring of all budgets and fiscal activities including purchases, revenue collection, employee expenses, US Bank (credit card) purchases for the Division of Parks & Trails Grand Rapids Area Operations so that all transactions, payments and purchases are made in a timely manner and in accordance with state regulations, DNR and Department of Administration Materials Management policies and procedures. Ensure the Grand Rapids Area Parks and Trails budgets are always in balance
Perform varied office management functions for the Grand Rapids Area Parks and Trails Office to ensure that all office operations run smoothly and efficiently.
Serve as initial contact for the public, other department employees, federal, state, and local government contacts, so that in-person, e-mail, and telephone customers are provided with requested information on parks and trails or are referred to appropriate personnel or authority for assistance.
Prepare and process grant-in-aid contract agreements for Grand Rapids Area Parks and Trails so that all grant contracts are properly encumbered and processed and payments are made accurately and promptly.
Cooperate and coordinate with other co-located building clerical employees to assist with the shared responsibility of usage and maintenance of office equipment and facility resources, as well as assist with the coordination of visitor inquiries.
Minimum Qualifications
Knowledge of business practices, principles, and protocols as applied to disbursements, purchasing and receipts techniques.
Knowledge of accounting principles and practices sufficient to analyze, interpret, and prepare financial information, records, and reports.
Knowledge of word processing/typing and use software to create, format, edit, print, and save a variety of documents, correspondence, and reports in an organized manner, grammatically correct, in proper format and free of spelling errors; create reports by combining and presenting data from multiple sources.
Basic accounting skills sufficient to monitor and balance budgets, ensure that spending is within budget and effectively recommend fund transfers; resolve discrepancies; review/verify financial records and prepare financial summaries and reports; enter and access information, identify, and adjust for potential problems, etc.
Spreadsheet skills sufficient to develop tables, charts, and graphs, in proper format and free of spelling errors; create reports by combining and presenting data from multiple sources.
Customer service skills sufficient to provide prompt, courteous, and accurate information to internal and external customers in person, by phone, e-mail, or other written correspondence; schedule and confirm appointments.
Ability to interpret and explain program information; effectively communicate and elicit information with tact and diplomacy.
Ability to perform administrative support work for a work unit’s expense and budget administration.
Ability to communicate effectively with others sufficient to perform the duties listed above, prepare written responses, present clear and concise explanations of governing rules and regulations, etc., and file and retrieve information based on content, using alphabetical filing practices.
Preferred Qualifications
Two (2) years general office experience performing mail merging, database management, project management, administrator for online database; creating, issuing, and processing permits; creating purchase orders, processing paperwork for items such as fleet, purchasing cards, expense reports; creating and editing reports that included graphs and tables, etc.
High level of organizational skills to facilitate management of many projects at one time.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel), Adobe Pro, Access and Visio.
File management skills, paper and electronic, sufficient to retrieve/provide documents and information when needed.
Experience editing documents for accessibility compliance.
Additional Requirements
No driving duties are required.
Applicants must have the ability to meet the physical requirements and work in the environmental conditions of the position, with or without reasonable accommodations
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
It is policy of the Department of Natural Resources that all candidates submit to a background check prior to employment. The background check may consist of the following components:
Conflict of Interest Review
Criminal History Check
Education Verification
Employment Reference / Records Check
License / Certification Verification
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.