Office And Administrative Specialist Intermediate

The Minnesota Board of Animal Health serves communities across the state by protecting animal health through education, collaboration, and disease prevention and response. The agency works closely with veterinarians, producers, and public partners to safeguard livestock, companion animals, and public health. Team members contribute to programs that monitor and respond to animal diseases, support compliance with regulations, and promote best practices in animal care. The Board values public service, effective communication, and cooperative problem-solving to ensure a safe and resilient animal agriculture sector in Minnesota.

About the role

This is a full-time, hybrid role based in Minnesota, United States, with some flexibility for work from home. The Office and Administrative Specialist Intermediate provides daily administrative support, including answering and directing calls and emails, managing correspondence, and assisting visitors and staff with routine inquiries. The role involves preparing and formatting documents, maintaining records and databases, scheduling meetings, and supporting office logistics such as filing, data entry, and mail processing. The specialist may assist with coordinating trainings or outreach events, compiling reports, and updating standard operating procedures and forms. This role works closely with program staff to ensure accurate information flow, consistent documentation, and timely completion of administrative tasks that support the Board’s animal health mission.

Responsibilities

• Answer and direct phone calls and emails.
• Manage correspondence and assist visitors and staff with routine inquiries.
• Prepare and format documents.
• Maintain records and databases.
• Schedule meetings and support office logistics such as filing, data entry, and mail processing.
• Assist with coordinating trainings or outreach events.
• Compile reports and update standard operating procedures and forms.
• Ensure accurate information flow and consistent documentation.

Qualifications

• Strong office administration skills, including data entry, filing, document preparation, and records management.
• Proficiency with standard office software (e.g., word processing, spreadsheets, email, calendars) and the ability to learn agency-specific systems.
• Effective communication skills for handling phone calls, emails, and in-person inquiries, with clear, professional, and courteous interactions.
• Organizational and time-management abilities to prioritize tasks, manage multiple deadlines, and maintain attention to detail.
• Problem-solving and critical thinking skills to resolve routine issues, follow procedures, and identify when to escalate matters.
• Ability to work both independently and as part of a team in a hybrid environment, maintaining reliability and confidentiality.
• Experience in a government, public health, or animal-related setting is beneficial.
• High school diploma or equivalent required; post-secondary coursework or experience in administrative support or office management is preferred.