Office & Admin Specialist Sr

About the role

This position provides essential administrative and financial support to the Office of Freight and Commercial Vehicle Operations (OFCVO). It manages purchasing and inventory processes, coordinates onboarding and offboarding activities, processes daily financial transactions for specialized transportation programs, and maintains accurate billing and asset records. The role supports office operations through document management, supply oversight, staff assistance, and the coordination of director-level calendar and meeting logistics. It ensures compliance with internal controls, facilitates communication with internal and external partners, and helps maintain efficient, organized, and compliant office workflows.

Responsibilities

• Manage purchasing and inventory processes
• Coordinate onboarding and offboarding activities
• Process daily financial transactions for specialized transportation programs
• Maintain accurate billing and asset records
• Support office operations through document management, supply oversight, staff assistance, and coordination of director-level calendar and meeting logistics
• Ensure compliance with internal controls
• Facilitate communication with internal and external partners
• Help maintain efficient, organized, and compliant office workflows

Minimum Qualifications

• Basic accounting sufficient to prepare itemized statements, bills or invoices, and record amounts due for items purchased or services rendered
• Experience with spreadsheets and word processing docs sufficient to create reports, documents and correspondences for all levels of professional staff within the office
• Experience with database management sufficient to enter data and create complex reports
• Experience creating processes and procedures
• Customer Service skills sufficient to assess customers requests and research appropriate contacts

Preferred Qualifications

• Green Book and/or the state government standards for internal controls

Additional Requirements

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, and Drug testing (if needed).

Location & Schedule

This position is located at Central Office in St. Paul and may have the flexibility to telework, work a hybrid schedule, or work in the office. The incumbent will be required to make a telework arrangement with their supervisor and will be expected to work in the office as determined by policy and discussion with their supervisor. Work hours are 8:00 am – 4:30 pm, Monday – Friday. Travel is not required.

Pay

$22.62 – $30.62 / hourly; $47,230 – $63,934 / annually

Benefits

• Paid vacation and sick leave
• 12 paid holidays each year
• Low-cost medical, dental, vision, and prescription drug plans
• Fertility care, including IVF
• Diabetes care
• Dental and orthodontic care for adults and children
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
• Tax-free expense accounts for health, dental, and dependent care
• Resources that provide support and promote physical, emotional, social, and financial well-being
• Training, classes, and professional development
• Tuition reimbursement
• MnDOT Student Loan Reimbursement Program
• Federal Public Service Loan Forgiveness Program (some positions may qualify)
• Employee Assistance Program (EAP) for work/life support: confidential program addressing mental health, relationship challenges, grief and loss, finances, legal issues, and daily living/convenience services such as chore services, home repair, trip planning, and child/elder care

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

This response is AI-generated, for reference only.