Office and Administrative Specialist, Senior

About the role

As an Office Administrative Specialist Senior, you'll coordinate and support the day-to-day operations of Community Based Services by ensuring smooth and efficient hiring, onboarding, and training experience for new employees across Minnesota. You'll manage administrative processes from the time candidates are hired through successful completion of New Employee Orientation (NEO), including coordinating logistics, preparing training materials, completing advance and follow-up activities, and providing first-day support to Learning and Development staff and CBS leadership. This role requires collaborating closely with Learning and Development to ensure administrative training centers are fully prepared for training sessions and support supervisors and managers with employee scheduling. In addition, provide administrative support for financial operations by distributing financial reports, resolving discrepancies, assisting sites with budget-related questions, and participating in budget review meetings. This role requires strong organizational skills, attention to detail, effective communication, and the ability to coordinate multiple priorities while supporting employees and leadership across a statewide organization.

Work schedule and location

• Location: Faribault, MN
• Work Shift/Work Hours: Day Shift, Monday - Friday (8:00 am - 4:30 pm)
• Travel Required: Yes, 10% to meetings and onsite as needed
• Telework Eligible: No
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited

Minimum qualifications

• Accounting/Budgeting/Expense skills sufficient to monitor and interpret department budget reports, ensure appropriate documentation for all department budget and revenue activities, and create Electronic Inter-Office Requisitions (EIOR)
• Customer service skills sufficient to provide accurate and appropriate information in a professional manner to clients, internal and external customers in person, on the phone, and/or via e-mail
• Data entry performance skills sufficient to efficiently utilize e-mail, draft correspondence, maintain database records, and produce training materials
• English language skills sufficient to effectively read, comprehend, and write correspondence with proficiency in spelling, grammar, and punctuation; and to communicate effectively with diverse co-workers, customers and the general public
• Math skills sufficient to accurately perform basic mathematical calculations (add, subtract, divide, and calculate averages)
• Physical demands include ability to lift, stand, sit, pull, and stoop; Ability to move paper and batched documents of up to 20 pounds; Ability to move arms on a continual basis sufficient to open mail, sort, and file
• Spreadsheet skills sufficient to develop and modify basic spreadsheets, and sort and extract data
• Typing/Keyboarding skills sufficient to compose correspondence, format documents, and create reports, presentations, charts, and graphs
• Word processing skills to develop and modify a variety of correspondence, records and reports; perform mail merges, develop forms and charts

Additional requirements

• To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held
• REFERENCE/BACKGROUND CHECKS – Direct Care & Treatment will conduct reference checks to verify job-related credentials and criminal background check prior to appointment

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. For more information, visit the Federal Student Aid website at studentaid.gov)
• Employee Assistance Program (EAP) for work/life support: A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance. Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
• Daily Living/Convenience Services: Chore services, home repair, trip planning, 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.

Contact

If you have questions about this position, contact Kristen Mereness at kristen.mereness@state.mn.us

This response is AI-generated, for reference only.