South District Office and Administrative Assistant - Office & Admin Specialist Int

Working Title: South District Office and Administrative Assistant

Job Class: Office and Administrative Specialist, Intermediate

Agency: MN Department of Natural Resources

• Job ID : 82503

• Location : Windom

• Telework Eligible : No

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 12/12/2024

• Closing Date : 01/02/2025

• 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 : No

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

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : Windom Area

• 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 Division of Ecological and Water Resources is seeking to hire one (1) full-time permanent South District Office and Administrative Assistant. This position exists to manage office operations, prepare, revise, and audit correspondence, reports, provide administrative support for several EWR programs in the region, review documents, update personnel records, respond orally and in writing for a wide range of technical request some being under the signature for the appropriate staff or manager, well versed in understanding and using technical terminology, proficient in MPARS, Lakes DB, ArcMAP, ArcGIS, OneNote, MS products, SWIFT and EIOR. Cost coding for projects, working with vendors, getting approvals, dealing with incumbrancers, scheduling, manage and monitor budgets, and financial resources for the Regional Ecological and Water Resources Office, and three area offices, all within the administrative Southern Region. This position provides office management, general DNR information, rules, policy, and assistance for government agencies and the public; receptionist functions; and administrative, clerical, and fiscal support for Ecological and Water Resources (EWR) Regional staff and EWR personnel in the South District.

Responsibilities:

• Perform office administrative services for the Ecological & Water Resources (EWR) staff (consisting of four Area Hydrologist, one Regional Groundwater Hydrologist, one Groundwater Compliance Hydrologist, one Invasive Species Specialist, one Regional Assessment Ecologist, a summer intern, three Clean Water Specialists, and a District Manager. Communications and administration, as necessary, provide work direction, materials, and the functions of the three district offices, regional office, and statewide projects, which are carried out efficiently and with transparent communications so 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 Sakatah, Mankato, and Windom areas in the South District.

• Provide administrative support for the Ecological & Water Resources Area Hydrologist, Groundwater Appropriation Hydrologist, AIS Specialist, Compliance Hydrologist, Clean Water staff, and Regional Environmental Review Ecologist by updating and maintaining DNR public waters work permits, water appropriation permits, AIS permit applications, CW Reports, certified mailing and files as directed. Specifically, the online MNDNR Permitting and Reporting System (MPARS) will be used for all permits and supported public users and customers with Water Use Reporting (WUR) and any permit applicants with MPARS general program support.

• Complete all other administrative or clerical duties as assigned.

This position will be required to be available daily at the Windom office to greet customers, receive phone calls, handle mail and shipping needs, work with vendors, and address staff needs. This is an in-office position with limited hybrid teleworking.

Minimum Qualifications

Knowledge of

• Customer service practices and principles are 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 various documents, including spreadsheets and tables.

Skills in

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

• 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 abovementioned duties.

• Design and maintain record-keeping systems.

Preferred Qualifications

• Two years of general office experience.

• Experience with ArcGIS or other geographic information systems.

• 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 using Microsoft Word, Excel, and Outlook software.

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. 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.