Office and Administrative Specialist, Intermediate

Agency: Corrections Dept
Location: St. James, MN (Minnesota Southwest Area)
Full-time, unlimited (regular) position

About the role

This position provides administrative assistance, clerical services, and office management for Field Services District Supervisors, Regional Managers, Central Office Field Services Staff, and Corrections Agents.

Responsibilities

• Provide word processing, typographical, and transcription services, and technical assistance to the District Supervisor and Corrections Agents staff to maintain effective communications between agencies and departments, ensure data systems are maintained, and prepare correspondence accurately and in proper formats.
• Assist with management of the office to address office needs and ensure efficient and effective operation.
• Provide receptionist services to ensure appropriate action is taken by staff within the proper time frame.
• Maintain Court Services Tracking System (CSTS) and office files, in addition to other databases used by Field Services, to ensure integrity and generation of accurate client information.
• Perform other office functions as necessary or assigned to assure efficient operation of the office.

Requirements

• Skills in data entry sufficient to enter client information into database systems, such as CSTS, Chrono Database, Statewide Supervision System (S3), Correctional Operations Management System (COMS), and Bureau of Criminal Apprehension (BCA).
• Skills in database management sufficient to maintain, update, and retrieve information from database systems, such as CSTS, Chrono Database, S3, COMS, and BCA.
• Skills in business English sufficient to compose and edit correspondence and reports using proper grammar, punctuation, and spelling.
• English speaking skills sufficient to communicate effectively with a wide variety of individuals, including supervisors, probation agents, court administrators, law enforcement, and DOC employees.
• Skills in customer service sufficient to provide prompt, courteous, and accurate information to customers over the phone and in person.
• Skills in word processing sufficient to draft letters, memos, and reports.

Preferred Qualifications

• Two or more years of post-secondary education.
• Experience entering data into database systems such as CSTS, Chrono Database, S3, COMS, and/or BCA.
• Experience working in a criminal justice setting.
• Experience working in an office/clerical setting.
• Experience related to court administration, which includes the review of criminal court documents.

Pay

$21.12 - $28.01 / hourly; $44,098 - $58,484 / annually

Schedule

Day shift, Monday - Friday

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
• Federal Public Service Loan Forgiveness Program (some positions may qualify)
• Employee Assistance Program (EAP) for work/life support, including mental health, relationship challenges, grief and loss, finances, legal issues, and daily living/convenience services

Additional Requirements

• The selection process may include screening the top candidate(s) on criminal history, predatory offender registration, offender associations, and/or other applicable background information in accordance with Department of Corrections’ policy.
• Top candidate(s) must pass a criminal history check, including successful completion of all sentencing and/or restitution requirements of law enforcement jurisdictions, including probation.
• Employment history/reference checks, including incidents of sexual harassment, will be conducted on the top candidate(s).
• New employees will be fingerprinted within the first 30 days of employment.
• The Minnesota Department of Corrections does not sponsor applicants for work visas, including F-1 STEM OPT extensions. All applicants must be legally authorized to work in the United States.

Physical Requirements

The selected finalist may be required to review and sign a Physical Demands Analysis (PDA) for this position.