Working Title: Office & Administration Specialist Intermediate

Job Class: Office and Administrative Specialist, Intermediate

Agency: Transportation Dept

• Job ID : 77755

• Location : Baxter

• Telework Eligible : No

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 06/20/2024

• Closing Date : 06/26/2024

• Hiring Agency/Seniority Unit : Transportation Dept / Transportation-Dist 3-AFSCME

• Division/Unit : District 3A - Brainerd / Administration Baxter

• 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 : District 3 Baxter Administration

• 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 Minnesota Department of Transportation does not sponsor applicants for work visas or Optional Practical Training Extensions for STEM Students. Individuals must be legally authorized to work in the US at the start of employment.

• Perform reception responsibilities so that visitors are greeted promptly and courteously; answer phones promptly; inquiries and concerns are channeled to the appropriate individual in a timely manner; mail and fax communications are distributed efficiently and accurately.

• Order and manage databases with the essential information for each VOIP phone or mobile device.Provide a monthly report to the Office Services Supervisor 1 on changes that affect billing.

• Process electronic requests for mobile devices which may include cellphones, iPads, tablets, air cards, and Mifi’s. Coordinate with various departments to manage data and phone services.

• Make lodging arrangements for all District 3 employees by receiving electronic requests, contacting lodging establishments to reserve lodging and coordinating with accounts payable.

• Collect and file employee fuel receipts and conduct a monthly fuel audit.

• Coordinate and schedule conference rooms in Baxter including special needs such as audiovisual equipment. Answer inquiries on room set-ups and availability of rooms.

Minimum Qualifications

To qualify, Office & Administrative Specialist, Intermediate applicants must demonstrate all the following:

• Skill in customer service (phone, in person, via email and other written correspondence) sufficient to work effectively with MnDOT, staff, representatives of outside agencies and members of the public.

• Knowledge of English sufficient to communicate effectively with internal and external customers. Ability to understand written and spoken English sufficient to maintain complex records, files, notes, and logs.

• Skills in word processing sufficient to prepare, edit, and finalize emails, memos, reports, and/or other documents and types of written communication that are grammatically correct, in proper format, and free of spelling errors.

• Skills in using spreadsheet applications, such as Microsoft Excel to enter, compile, store, and retrieve data.

• Skills in database management sufficient to develop and maintain databases and calendars for staff.

• Ability to input data quickly and accurately. Ability to check input and output data for completeness, accuracy, and discrepancies.

Preferred Qualifications

• Experience providing administrative support to a large office.

• Ability to work independently in a fast-paced and demanding work environment with frequent interruptions.

• Ability to multi-task and prioritize work to meet deadlines while utilizing resources available.

Additional Requirements

REFERENCE/BACKGROUND CHECKS:

Successful candidate must pass past-employer reference checks and criminal history check

It is our policy that all candidates submit to a background investigation prior to employment. The background check may consist of the following components:

· SEMA4 Records Check

· Criminal History Check

· Employment Reference Check

· Education/License Verification

· Driver's License Check

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.