Office & Admin Specialist Sr

Responsibilities Include

• Provide daily assistance with management of the education programs, facilities and Regional Training Officer Budgets. Provide support to the Trail Ambassador Grant program to ensure accurate, timely and quality contracts, disbursements and reporting is completed. Develop policy to guide grant administrators. Ensure information regarding purchasing is accurately and efficiently reviewed and all transactions are approved in a timely manner and within state regulations and DNR and MMB policies.
• Monitor budgets for the Education Programs and prepare information for budget requests. Prepare and manage inventory for Education section staff.
• Provide administrative support to the Training Section by maintaining accurate records of training provided for, and received by, Division personnel and to prepare and maintain support materials for the completion of identified training. Support to the Assistant Training Coordinator and Training Instructors in developing learning and reference materials for the Academy and Field Training Programs, in addition to ongoing officer training programs.
• Receive and process applications of volunteer instructors so that the list of volunteer instructors is current and accurate. Process and prepare instructor Length of Service awards annually. Process background checks. Provide written and verbal communications with instructors as needed. Provide general office administrative duties to both the Training and Education sections. Provide customer phone support and service to both the Training and Education sections.

This position has a flexible work arrangement and may be eligible to telework on a part-time basis which is subject to change. If approved, the employee would be required to complete a telework agreement.

Minimum Qualifications

Word processing, typing or keyboarding skills sufficient to prepare budget summaries, advanced correspondence, documents, informational articles, policies and procedure statements.

Knowledge of budget terminology, preparation, and use sufficient to assist with budget planning, liquidation and tracking.

Accounting/Budgeting/Expense skills sufficient to review, track, analyze and prepare financial summaries and reports.

Spreadsheet skills sufficient to prepare spreadsheets, organize data and enter information from a variety of sources for tracking multiple accounts for projects and field operations.

Database management skills sufficient to accurately enter data, retrieve information, manage data, and generate reports.

Oral and written communication skills sufficient to communicate accurate, concise, and current information to internal and external customers.

Customer Service skills sufficient to remain courteous, helpful, tactful, effective and professional in manner, while serving as the information specialist regarding projects, working under time pressure, working with diverse people, and with conflicting priorities.

English skills sufficient to generate readable and accurate written materials (e.g., letters, memos, reports and instructional documents, free of spelling and grammar errors.)

Ability to interpret administrative policies, procedures and documents to implement administrative and program policies, procedures and service standards.

Leadwork skills sufficient to manage work through others to achieve Department goals.

Preferred Qualifications

Three years of experience providing a variety of office services for staff including managing financial resources.

Experience and advanced proficiency in Microsoft Office Suite (e.g., Word, Excel and Outlook).

Knowledge of Department of Administration policies and procedures and state laws regulating purchasing.

Knowledge of union contracts/plans sufficient to process payroll and employee business expenses.

Knowledge of the SWIFT accounting system.

Knowledge of Department organization and policies, rules and regulations governing natural resources.

Physical Requirements

Requires occasionally lifting and/or carrying such articles as file folders, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties.

Additional Requirements

It is policy of the Department of Natural Resources that all candidates submit to a background check prior to employment. All job offers are contingent upon passing the following components:

• Employment Reference Check
• SEMA4 Records Check
• Criminal History Check
• Conflict of Interest Review

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.