Document Management Specialist - Office and Administrative Specialist Senior

Working Title: Document Management Specialist

Job Class: Office and Administrative Specialist, Senior

Agency: Administration Dept

• Job ID: 83190
• Location: St. Paul
• Telework Eligible: Yes
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 01/11/2025
• Closing Date: 01/21/2025
• Hiring Agency/Seniority Unit: Administration Dept / Administration-AFSCME
• Division/Unit: OSP Coordinator
• 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: OSP - Coordinator Unit - Process Support
• FLSA Status: Non-exempt
• 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.

The Office of State Procurement (OSP) oversees $2.1 billion in goods and services purchases annually. The division offers volume discounts to state agencies and local units of government through 1,600 enterprise contracts and the two (2) largest multi-state cooperative purchasing programs in the nation. The team also oversees vendor relations for the state and administers business development programs that help economically disadvantaged and legislatively targeted companies do business with the State. This position works in the Process Support unit.

As a Document Management Specialist, you will provide word processing, data processing, and clerical support services to division employees, managers, and the director; and manage the contract release system on the website. Job duties include, but are not limited to:

• Providing specialized support to division staff responsible for soliciting and awarding contracts.
• Ensuring proper advertising of all solicitations.
• Preparing detailed analysis of vendor responses using spreadsheets or databases; analyzing contract documents for completeness.
• Analyzing contract documents, which may include payment and performance bonds and certificates of insurance.
• Ensuring all contract documents are appropriately signed by an authorized signatory for the vendor.
• Maintaining database of contracts, users, and cross-reference index, and contract release information to the website.
• Performing various support tasks, such as typing, filing, photocopying, and other tasks requested by the supervisor.
  
  

To promote a culture of flexibility, we offer staff a hybrid work environment that varies by team, position, and business needs. With a telework arrangement, onsite attendance may be required for team meetings or as requested by management to meet business needs. Completion of a telework agreement will be required.

Minimum Qualifications

• Knowledge of communication sufficient to: (i) write, prepare, and edit materials using correct spelling, punctuation, grammar, and sentence construction; (ii) communicate effectively with internal and external customers; and (iii) explain reasons for transactions and procedures, rules, and regulations so others understand the information they are being given.
• Knowledge of computer software applications to create spreadsheets from a variety of sources and skill in compiling lists, spreadsheets, and graphs to track projects and activities.
• Knowledge of word processing sufficient to use software to create, format, edit, print, and save a variety of documents.
• Knowledge of data entry procedures and systems, such as Microsoft Office or similar data entry systems, including filing and storage of documents.
• Skill in data entry sufficient to: (i) read source documents and enter data in specific data fields; (ii) locate and correct data entry errors; and (iii) receive and review source documents, compare documents to database information, and edit, code, and correct documents.
• Skill in customer service to: (i) provide prompt, courteous, and accurate information to customers in person, on the phone, and through e-mail and other written correspondences; and (ii) perform the duties described with courtesy, respect, and interest in positive problem-solving.
• Ability to: (i) learn how to establish, maintain, and use electronic databases; and (ii) compile, research, and analyze information from databases.
  
  

Preferred Qualifications

• Good interpersonal and communications skills in dealing with all staff and customers, occasionally in demanding situations with critical time constraints.
• Excellent working knowledge of Microsoft Word, Access, Excel, and Outlook to assist in creating documents and assist in troubleshooting.
• Working knowledge of web browsers and web-based applications to implement complex processes for posting division contracts and related documents for access by the general public and/or vendors.
• Knowledge of accessibility standards to ensure documents published on the website are accessible.
• Working knowledge of State contract processes to ensure a smooth flow of work between Acquisition Management Specialists and Process Support staff.
• Excellent organizational, prioritization, and time management skills.
• Ability to learn quickly how the State does business, the law, rules, and policies and procedures that permit State agencies to get work done.
• Ability to gain detailed, expert knowledge of the statewide systems that must be used to accomplish the division's business.
  
  

Additional Requirements

Successful applicants must pass a criminal background check through American Databank and employment reference checks prior to employment.

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 Ly Her at ly.her@state.mn.us or 651-201-2434.

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 Ly Her at ly.her@state.mn.us.

About The Department Of Administration

The Department of Administration is a core service agency serving the Governor, Legislature, state agencies, local governments, and the public. Our mission is to provide leadership, innovation, solutions, and support to help our partners succeed. To learn more about us, please visit mn.gov/admin.

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
• Tuition reimbursement
• 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.