North District Office & Administrative Specialist - Office & Admin Specialist Int

Working Title: North District Office & Administrative Specialist

Job Class: Office and Administrative Specialist, Intermediate

Agency: MN Department of Natural Resources

• Job ID : 82519

• Location : Spicer

• Telework Eligible : Yes - Minimum of 60% of work required in office during probationary period, with greater flexibility after completion.

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 12/21/2024

• Closing Date : 01/13/2025

• Hiring Agency/Seniority Unit : Department of Natural Resources

• Division/Unit : Ecological and Water Resources

• Work Shift/Work Hours : Day Shift

• Days of Work : Monday - Friday

• Travel Required : Yes - Occasional within region.

• Salary Range: $20.45 - $27.12 / hourly; $42,699 - $56,626 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : Spicer

• FLSA Status : Nonexempt

• Designated in Connect 700 Program for Applicants with Disabilities (~~~/) : 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 Division of Ecological and Water Resources is seeking to hire one (1) full-time permanent North District Office and Administrative Specialist located in Spicer. This position exists to manage office operations, prepare, revise, and audit correspondence and documents, update personnel records, and manage financial resources for the Regional Ecological and Water Resources Office, and three area offices, and SNA staff in the Windom office, all within the administrative Southern Region. This position provides office management, general DNR information, rules, policy, and assistance for government agencies and the public; DNR point of contact functions; and administrative, and fiscal support for specifically Ecological and Water Resources (EWR) Regional staff and EWR personnel in the North and when needed in the South District.

Responsibilities:

• Perform office administrative services for Regional EWR staff and, more specifically, North District staff for the Ecological & Water Resources (EWR) in the Hutchinson, Spicer, Ortonville, Marshall offices and SNA staff in the Windom Office so that communications, information flow, materials, and the functions of the area office and statewide projects are carried out efficiently and deadlines are met.

• Provide administrative support on the area and regional work units, area and district budgets, area budget tracking, budget use projections, contracts and other fiscal-related or administrative office work for EWR, regional staff or management at the regional and area office level so that budgets are updated, forms are submitted, and information is available and current, and fiscal decisions can be made efficiently and in compliance program requirements.

• Work with volunteer lake gage readers and maintain and enter lake-level data for the Department of Natural Resources Minnesota Lake Level Monitoring program for the Hutchinson, Spicer, and Marshal areas in the North District.

• Provide administrative support by assisting District Area Hydrologists through familiarity with and use of the online MNDNR Permitting and Reporting System (MPARS) including assisting public users and customers with Water Use Reporting (WUR) as well as provide the public and permit applicants with MPARS or general program support.

• Complete other administrative or clerical duties as assigned in the District or Region.

This position has a flexible work arrangement and may be eligible to telework on a part-time basis which is subject to change. If approved, the employee would be required to complete an annual telework agreement.

Minimum Qualifications

Knowledge of

• Customer service practices and principles sufficient to identify each customer's needs, meet quality standards for services, and evaluate customer satisfaction.

• Computers and software programs such as Microsoft Office Suite, sufficient to use software to create, format, edit, print, and save a variety of documents, including spreadsheets and tables.

Skills in

• Fiscal and accounting sufficient to purchase and receive goods, receipt goods against purchase orders, and process invoices and payments to vendors.

• Use software, such as Microsoft Excel and Word, to type and format letters, memos, reports, and minutes of meetings.

• Calculate, prepare, and issue bills, invoices, account statements, and other financial statements according to established procedures.

• Provide prompt, courteous, and accurate information to customers in person, on the phone, and through e-mail and other written correspondence.

• Interpret and explain program information to applicants, such as eligibility requirements, application details, and payment methods.

• Word processing sufficient to create reports by combining and presenting data from multiple sources in an organized format.

Ability to

• Use customer skills on the phone, in person, and online to provide effective general and specialized office support.

• Interpret and explain accounting and related fiscal policies, procedures, and practices to customers.

• Explain laws, rules, regulations, standards, policies, and procedures to customers.

• Read, write, and speak English sufficient to perform the duties listed above.

• Design and maintain record keeping systems.

Preferred Qualifications

• Two years of general office experience.

• Knowledge of MN DNR and Ecological and Water Resources' programs, policies, rules, procedures.

• Current State of MN Local Purchasing Authority certification or similar purchasing certification.

• One year of experience using SWIFT accounting system or similar online financial procurement and reporting systems.

• Experience with ArcGIS.

• Experience using Microsoft Word, Excel, and Outlook software.

Additional Requirements

This position requires an unrestricted Class D Driver's license with a clear driving record.

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. Candidates must be legally authorized to work in the United States without sponsorship for employment visa status (e.g. H1B status).

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 ~~~ or email ~~~ . Please indicate what assistance is needed.