Working Title: Office Administrator

Job Class: Office and Administrative Specialist, Senior

Agency: Department of Employment and Economic Development

• Job ID : 76454

• Location : St. Paul

• Telework Eligible : No

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply :This vacancy is open for bids and for all qualified job seekers simultaneously. Bidders will be considered through 05/20/2024.

• Date Posted : 05/14/2024

• Closing Date : 05/28/2024

• Hiring Agency/Seniority Unit : Employ & Econ Development Dept / Employ & Economic Dev-AFSCME

• Division/Unit : Economic Dev / ED Trade Office

• Work Shift/Work Hours : Day Shift, 8:00am-4:30pm

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $20.96 - $28.37 / hourly; $43,764 - $59,236 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : Great Northern Building, St. Paul, MN

• FLSA Status : Nonexempt

• Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : 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.

To support the Minnesota Trade Office (MTO) Executive Assistant taking care of the clerical workload and supporting the Minnesota Trade Office’s staff.

Summary of Responsibilities:

• Ensure efficient and timely flow of information, mail, and create meeting requests and agendas for Minnesota Trade Office staff meetings

• Maintain office staff lists, phone lists, work calendars, sign-in sheets, etc.Evaluate office supply needs, order as needed or requested, maintain inventory

• Prepare briefing books and materials as needed for the MTO staff

• Run and review budget reports for MN Trade Office programs; train with Fiscal staff to find ways to create more efficient budget reports

• Prepare/coordinate meeting set up to include room reservations, catering, AV connections, tent card and flag preparation along with other assistance as needed/requested

• Supports the Executive Assistant of the MTO with Visa’s processing, Procure-Its, Swift and other State’s processes and tools

This posting may be used to fill multiple positions.

Minimum Qualifications

To receive credit for your education and experience, your resume should clearly describe how you meet each minimum and/or preferred qualification listed, including dates of employment.

Skill in customer service sufficient to provide prompt, courteous and accurate information to customers in person, on the phone, and through e-mail and other written correspondence.

Keyboarding/typing skills, using Microsoft Word or equivalent software, sufficient to enter data in a database, and produce memos and correspondence in an efficient and timely manner.

Accounting/Math skills sufficient to calculate, review and reconcile financial data and balance accounts, and prepare and process financial documents/transactions.

English Language skills sufficient to write, prepare, and edit materials, using correct spelling, punctuation, grammar, and sentence construction.

Ability to coordinate meeting agenda items, attend meetings and record action items or follow up; transcribe notes and prepare / draft final copies of advanced correspondence, reports, spreadsheets, and miscellaneous documents.

Preferred Qualifications

One (1) year office administrative support experience.

Our employees are dedicated to ensuring cultural responsiveness. Preferred candidates will have a variety of experiences working effectively with others from different backgrounds and cultures.

Additional Requirements

This position requires successful completion of the following:

Resumes of all applicants to this posting will be evaluated against the Minimum Qualifications stated above. If your skills match the required skills for this position, the department may contact you. Employee reference checks will be conducted on all finalists. This may include a review of documentation related to job performance and education. It includes contact with the applicant's current and/or former employers.

A Criminal Background Check will be conducted on all finalists for this position. A criminal conviction will not automatically remove you from consideration for employment.

When the position requires travel and the applicant drives a state owned or leased vehicle, a driver's license record check will be conducted.

Must be legally authorized to work in country of employment without sponsorship for employment visa status (e.g., H1B status).

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 651-259-3637 or email careers@state.mn.us . Please indicate what assistance is needed.