Office & Administrative Specialist Principal

Location: St. Paul
Full-time, unlimited (permanent) position
Day Shift: 7:00 AM – 3:30 PM, Monday – Friday
Travel required within the Capitol complex

About the role

The Office & Administrative Specialist Principal serves as the primary backup to the Central Mail supervisor, overseeing daily production to ensure equipment is operational and staff have the resources needed to meet daily and monthly production and financial goals. This position supports the Central Mail supervisor in production and budget management, acts as one of two system administrators for Central Mail’s invoicing system (Slingshot by Avanti Systems), and serves as the onsite postal coordinator and consultant for state agencies and local units of government.

As the key liaison for Central Mail’s inkjet addressing service, this role coordinates mail production to meet deadlines, including programming and manipulating data within BCC Mail Manager software to comply with USPS regulations. The position requires familiarity with all Central Mail equipment, including fold/insert machines, postage meters, OCR sorting systems, and inkjet addressing equipment, to effectively schedule production across departments.

Responsibilities

• Oversee daily mail production, ensuring equipment functionality and staff support to meet production and financial targets.
• Serve as a system administrator for the Slingshot invoicing system, handling invoicing, billing, and financial tracking.
• Act as the onsite postal coordinator, consulting with Central Mail staff, state agencies, and local government units on mailing services.
• Coordinate inkjet addressing production, including data manipulation in BCC Mail Manager software to ensure compliance with USPS regulations.
• Schedule and prioritize production across fold/insert, inkjet, meters, and OCR areas, utilizing working knowledge of all Central Mail equipment.
• Maintain confidentiality and adhere to data privacy laws.

Requirements

• English language skills sufficient to read, interpret, and compose documents, policies, and correspondence with proper grammar and punctuation.
• Typing, keyboarding, and data entry skills for accurate and efficient document production.
• Proficiency in Microsoft Word for creating, formatting, and editing memos, letters, and reports.
• Proficiency in Microsoft Excel for developing, manipulating, and sorting data.
• Strong customer service skills to provide prompt, courteous, and accurate information to customers and staff via phone, email, and in person.
• Ability to communicate, read, understand, and respond to various communications, including purchase orders, instructions, and distribution lists.
• Valid driver’s license with an acceptable driving record.
• Successful completion of a pre-employment physical (CRT test requirement: light-medium, e.g., lifting 13-21 lbs frequently, 100-300 reps per hour).
• Pass a criminal background check and employment reference checks prior to employment (a criminal history does not automatically disqualify applicants).

Preferred Qualifications

• Experience with inkjet addressing equipment and BCC Mail Manager software, or comparable mail production/data manipulation software.
• Experience operating or overseeing high-volume mail processing equipment, including folder/inserters, postage meters, and OCR sorting systems.
• Current ALP (Authorized Postal Provider) buyer’s certification, or eligibility to obtain within 6 months of hire.
• Experience with invoicing, billing, or financial tracking systems (e.g., Avanti Slingshot or similar), including system administration duties.
• Thorough knowledge of data privacy laws and ability to maintain confidentiality.

Pay

$24.54 - $33.11 per hour
$51,239 - $69,133 annually

Benefits

• Paid vacation and sick leave.
• 12 paid holidays per year.
• Low-cost medical, dental, vision, and prescription drug plans.
• Fertility care, including IVF, and diabetes care.
• Dental and orthodontic care for adults and children.
• 6 weeks of paid leave for parents of newborn or newly adopted children.
• Pension plan providing retirement income (after 3 years of service).
• Employer-paid life insurance.
• Short-term and long-term disability insurance.
• Tax-free expense accounts for health, dental, and dependent care.
• Resources for physical, emotional, social, and financial well-being.
• Training, classes, and professional development opportunities.
• Federal Public Service Loan Forgiveness Program eligibility (for qualifying positions).
• Employee Assistance Program (EAP) for work/life support, including mental health, relationship challenges, grief, finances, and legal issues.
• Daily living/convenience services, such as chore services, home repair, trip planning, and child/elder care.

Benefits eligibility varies based on employment type, agency, funding availability, union agreements, location, and length of service.