Office & Admin Specialist Sr - Charities Division

Working Title: Assistant Charities Registrar

Job Class: Office and Administrative Specialist, Senior

Agency: Attorney General's Office

• Job ID : 82816

• Location : St. Paul

• Telework Eligible : Yes

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to eligible bidders and all qualified job seekers simultaneously

• Date Posted : 12/23/2024

• Closing Date : 12/30/2024

• Hiring Agency/Seniority Unit : Attorney General's Office / Attorney General-AFSCME

• Division/Unit : Attorney Gen. / Charities

• 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 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : Town Square Tower

• 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.

The Office is seeking an Assistant Registrar to support the work of the Charities Registrar. This role involves providing administrative support to the Charities Division by managing the registration process for soliciting charitable organizations, charitable trusts, and professional fundraisers required by law to register with the Minnesota Attorney General's Office.

The Assistant Registrar works closely with the Charities Registrar to handle, analyze, process, and review submissions from the thousands of entities obligated to register with the AGO. As such, the position demands strong organizational and planning abilities, excellent time management skills, the capacity to multi-task, effective delegation skills, and keen attention to detail to ensure all submissions are accurately evaluated and processed.

A successful candidate will be able to

• Develop and maintain expertise in all core functions of the Charities Registrar.

• Provide support, training, and guidance to the registration team, collaborating to ensure the accurate and timely processing of registrations.

• Assist the Charities Registrar with maintaining and updating the electronic files of charities, professional fundraisers, and charitable trusts in the Charities Database.

• Assist the Charities Registrar with reviewing, processing, and ensuring statutory completeness of registration and exemption documents filed by soliciting charitable organizations, professional fundraisers, and charitable trusts.

• Assist the Charities Registrar with preparing, merging, and sending registration approval letters, deficiency letters, withdrawal letters, and reminder letters.

• Assist the Charities Registrar with handling ongoing calls to organizations and third-party filers with questions about registration and other compliance issues.

• Assist the Charities Registrar with providing filed copies of public registration documents to the general public and other requesting entities.

• Collaborate with the Charities Registrar to receive training, review processes, guidance, and feedback.

• Partner with the Charities Division Manager and other Assistant Attorneys General as appropriate by handling special registration letter requests, responding to inquiries, and escalating issues and concerns when appropriate.

• Support the Charities Registrar by reviewing, processing, and sending quarterly refund checks and letters.

• Assist the Charities Registrar with reviewing and processing NSF returns in the Charities database.

• Prepare monthly reports for management and finance in coordination with the Charities Registrar.

• Collaborate with the Charities Registrar, Charities Division Manager, and IT Team to maintain and enhance the Charities database and overall registration process.

This position is eligible to work within a hybrid work environment.

Minimum Qualifications

Skill in

• Customer service sufficient to provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence.

• Word processing skills such as Microsoft Word, sufficient to prepare and modify memos, letters, and reports that are grammatically correct, in proper format, and free of spelling errors.

• Database management sufficient to set up and run basic queries, review, and analyze data, and identify problem areas which may include data, formulas, or security.

• Data entry sufficient to locate, identify, and correct data entry errors.

Ability to

• Plan, schedule, assign, review, evaluate, coach, and report on the work activities of employees

• Administer and conduct training of employees

Preferred Qualifications

• Skill in developing and implementing administrative and program policies, procedures, and service standards in cooperation with management

• At least 2 years' experience with data entry, word processing, clerical support services, and drafting correspondence

• Knowledge of Access Database

• Knowledge of charitable organizations and Minnesota registration laws

Physical Requirements

• Ability to:

• Work in a seated or standing positions for extended periods of time

• Collect and deliver items from one location to another

• Use a keyboard for extended periods of time which may include repetitive motion

Additional Requirements

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

• Conflict of Interest Review

• Criminal History Check

• Education / License Verification

• Employment Reference / Records Check

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.

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.