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Office & Admin Specialist Sr

Minnesota Department of Natural Resources
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Office & Admin Specialist Sr
Job Class: Office and Administrative Specialist, Senior
Agency: MN Department of Natural Resources

  • Job ID: 83646
  • Location: Cloquet
  • Telework Eligible: No
  • Full/Part Time: Full-Time
  • Regular/Temporary: Unlimited
  • Who May Apply: Open to all qualified job seekers
  • Date Posted: 01/29/2025
  • Closing Date: 02/18/2025
  • 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.

Job Summary

 

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.

Qualifications

 

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

Application Details

 

How to Apply 

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the Careers Help Desk at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers.

Contact

If you have questions about this position, contact Michael Hup at michael.hup@state.mn.us or 218-878-5643.

If you are an individual with a disability and need reasonable accommodation to assist with the application process, please contact the ADA Coordinator at ADA.DNR@state.mn.us. To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Hannah Ziemann at hannah.ziemann@state.mn.us.

Working together to improve the state we love. 

What do Minnesota's State employees have in common? 

  • A sense of purpose in their work
  • Connection with their coworkers and communities
  • Opportunities for personal and professional growth

Benefits 

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

Your benefits may include: 

  • 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

Support to help you reach your career goals:

  • Training, classes, and professional development
  • Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. 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. 

EQUAL OPPORTUNITY EMPLOYERS 

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

APPLICANTS WITH DISABILITIES

Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.