OFFICE & ADMIN SPECIALIST SR
: Job Details :

**Working Title: Office & Admin Specialist Sr**

**Job Class: Office and Administrative Specialist, Senior**

**Agency: MN Department of Natural Resources**

+ **Job ID** : 80756

+ **Location** : Cloquet

+ **Telework Eligible** : No

+ **Full/Part Time** : Full-Time

+ **Regular/Temporary** : Unlimited

+ **Who May Apply** : Open to all qualified job seekers

+ **Date Posted** : 10/10/2024

+ **Closing Date** : 10/30/2024

+ **Hiring Agency/Seniority Unit** : Department of Natural Resources

+ **Division/Unit** : Forestry

+ **Work Shift/Work Hours** : Day Shift

+ **Days of Work** : Monday - Friday

+ **Travel Required** : No

+ **Salary Range:** $21.90 - $29.65 / hourly; $45,727 - $61,909 / annually

+ **Classified Status** : Classified

+ **Bargaining Unit/Union** : 206 - Clerical/AFSCME

+ **Work Area** : Cloquet Area

+ **FLSA Status** : Nonexempt

+ Designated in Connect 700 Program for Applicants with Disabilities ( : Yes

**The work you'll do is more than just a job.**

At the State of Minnesota, employees play a critical role in developing policies, providing essential services, and working to improve the well-being and quality of life for all Minnesotans. The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

This position provides administrative support to a major Forestry Division program area. This may include developing administrative procedures, responding to a wide range of technical questions. Incumbents may be required to know technical terminology, special software programs, and/or word processing. Normal working hours are from 8:00 a.m. to 4:30 p.m. but are subject to change based on work needs. Hours of work may include weekends, evenings, and holidays.

Duties include:

+ Provide operations support directly to Area Forest Supervisor and staff.

+ Prepare and maintain multiple budgets, payroll, procurement, human resource and other record systems to ensure accuracy of data and conformance with statutes and policies.

+ Process all accounts payables in a timely manner for the Cloquet Area.

+ Develop, implement, and maintain office procedures and work systems to resolve existing problems or to respond to new systems or policies.

+ Prepare and manage all budget and fiscal activities including requisitioning and creating encumbrances for each budget year using the Statewide Accounting System.

+ Administer and reconcile all procurement activity for all Area operations each month so that purchase transactions and payments are in a timely manner and in accordance with statute and policy.

+ Develop internal deadlines for submission of paper work, completion of daily work and completion of special assignments.

+ Assist Roads Forester with development and road maintenance issues and contracts within purchase authority.

+ Support Area timber program forester relating to forest management activities in the Area so the timber program is administered effectively and efficiently. Remain knowledgeable of the timber sale system and data input in the statewide Timber Sales Module (TSM).

+ Educate co-workers, interns, and seasonal staff in specific tasks and procedures to improve and maintain performance levels.

+ Assist Area Fire Program Forester with forest fire support services, communication and customer education.

+ Maintain office filing system.

+ Provide work direction and technical assistance to other staff, students, volunteers, and residents.

+ Provide customers with efficient and personal service through answering questions, offering information, and directing inquiries to appropriate personnel.

+ Maintains office supply inventory

+ Fill in as Support Dispatcher as needed

**Minimum Qualifications**

+ Mathematic and accounting skills sufficient to review, track, analyze, and prepare financial summaries and reports.

+ Advanced word processing skills sufficient to carry out administrative tasks and ensure documents and records are complete, accurate, and current.

+ Customer service and communication skills sufficient to respond promptly, professionally, and accurately with internal and external customers.

+ Organizational and time management skills sufficient to prioritize workload, meet required deadlines, initiate and follow-up on activities independently.

+ Interpersonal skills sufficient to work with a variety of internal and external customers on a broad range of tasks and responsibilities.

+ Proofreading/editing skills sufficient to ensure accuracy of written materials.

+ Spreadsheet and database skills sufficient to accurately enter data, retrieve information, manage data, and generate reports.

+ Knowledge of general office equipment including two-way radio systems and pagers, copiers, phone system, personal computer, printers, scanners, postage machine, etc. sufficient to maintain and use and provide direction.

+ Ability to work in demanding situations, such as fire.

+ Lead worker skills sufficient to provide direction in administrative procedures and/or office functions.

**Preferred Qualifications**

+ Three or more years of general office experience.

+ Knowledge of the functions of each division of the DNR and their respective relationships to the general public.

+ Experience using WORD, EXCEL, Microsoft Outlook, SWIFT, and TSM.

+ Knowledge of state budgeting, procurement and invoicing processes and procedures sufficient to prepare and interpret fiscal records and reports, analyze account balances and budgets, receipt invoices.

+ Ability to locate legal descriptions, read maps and plat books and knowledge of Landview program sufficient to look up 911 addresses.

**Additional Requirements**

This position requires an unrestricted Class D Driver's license with a clear driving record.

Applicants must have the ability to meet the physical requirements and work in the environmental conditions of the position, with or without reasonable accommodations.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

It is policy of the Department of Natural Resources that all candidates submit to a background check prior to employment. The background check may consist of the following components:

+ Conflict of Interest Review

+ Criminal History Check

+ Education Verification

+ Employment Reference / Records Check

+ License / Certification Verification

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.

Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-###-#### or email ...@state.mn.us . Please indicate what assistance is needed.