Job Information
State of Minnesota Ombuds Intake Specialist - Office & Administrative Specialist Senior in St. Paul, Minnesota
Working Title: Ombuds Intake Specialist
Job Class: Office and Administrative Specialist, Senior
Agency: Ombudsperson for Corrections
Job ID : 77951
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 : 06/28/2024
Closing Date : 07/12/2024
Hiring Agency/Seniority Unit : Office of the Ombuds for Corrections
Division/Unit : Ombudsperson for Corrections / Main Office
Work Shift/Work Hours : Day Shift
Days of Work : Monday - Friday
Travel Required : No
Salary Range: $21.90 - $29.65 hourly / $45,727 - $61,909 yearly
Classified Status : Classified
Bargaining Unit/Union : 206 - Clerical/AFSCME
Work Area : Main Office
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.
The Ombuds Office for Corrections is looking for their next intake specialist! In this position, you will provide in-office administrative and support services related to the activities of the Office of the Ombuds for Corrections (OBFC), whose mission is to promote the highest standards of justice in correctional administration. This position's purpose is to provide professional program administration, administrative, and technical support. This role ensures the office's efficient operation by effectively completing tasks accurately and delivering them with high quality in a timely manner. Under general supervision and procedural control, the role oversees intake and program activities, as well as compiles and upholds a range of fiscal and program records. This position also provides program and office services, as well as maintaining the agency website. This position will require you to rely on experience and judgment to plan and achieve goals.
Overall job duties:
Processand perform data entry of incoming confidential complaints received through the mail, email, or by phone.
Provide appropriate customer service to internal and external customers.
Responsibleforofficemanagementpracticesandadministrativeduties,toensurethatofficeoperationsarecarriedoutefficiently.
Perform website maintenance and maintain social media sites for OBFC.
Leadeffortsto procureagency officesupplies, purchaseorders,order receiving,and supplyquote research.
Minimum Qualifications
Databasemanagement skills sufficientto develop tablesand manipulate, retrieve,and analyze data.
Demonstratedknowledge of data entryprocedures and systems, suchas Microsoft Office applicationsor similar data entry systems.
Documentandrecordsmanagementskillssufficienttomaintainelectronicorpaperfilesforefficientorganizationandretrievalof information.
Skillsinbusinessgrammar,spelling,andpunctuationtowrite,developandeditreports,letters,procedures,presentations,andother documents.
Minimum qualifications to be assessed at interview:
Knowledge ofprovidingpromptandaccurateinformationtocustomersinperson,onthephone,andthroughemailandotherwrittenor electronic correspondence.
Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy.
Abilitytorespectfullyengagewithclients,coworkers,andcustomers,whenhandlingdifficultorcomplexproblemsandresolving escalated complaints or disputes.
Preferred Qualifications
Intake and data entry experience.
Experience working with a variety of people from diverse backgrounds.
CompetencyinhandlingandprocessingprivateandconfidentialdatainaccordancewiththeMinnesotaGovernmentDataPracticesAct.
Knowledge of electronic file management systems.
Experience with performing basic website updates.
Physical Requirements
Occasional lifting such as file boxes, or heavier materials with help from others, and/or lifting and carrying light objects frequently. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time and reaching and squatting to retrieve files or boxes may be required.
Additional Requirements
The selection process may include screening the top candidate(s) on their criminal history, predatory offender registration, offender associations and/or other applicable background information in accordance with OBFC Department of Corrections (DOC) policy.
Employment history/reference checks, including incidents of sexual harassment, will also be conducted on the top candidate(s) in accordance with OBFC and DOC policy. This may include a review of job performance and discipline records.
New employees will be fingerprinted within the first 30 days of employment.
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.