What are the responsibilities and job description for the Office & Administrative Specialist Senior position at Minnesota Department of Human Services?
Job Class: Office and Administrative Specialist, Senior
Agency: Human Services Department
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.
Direct Care and Treatment (DCT) is seeking an individual to join our DCT Strategy and Performance Team for an exciting and rewarding opportunity as an Office and Administrative Specialist, Senior!
We are seeking an experienced and detail-oriented Office Administrative Specialist (OAS) Senior to join our team, specializing in strategic planning. This key role is responsible for ensuring the seamless coordination of administrative operations, managing complex schedules, and supporting high-level projects that align with our organizational goals. The ideal candidate will possess exceptional organizational skills, a proactive mindset, and the ability to implement efficient processes that enhance overall productivity.
As part of the team, you will play a vital role in strategic planning initiatives, analyzing data, identifying trends, and assisting leadership in developing and executing actionable strategies. Success in this role requires excellent communication and collaboration skills to ensure that initiatives are clearly aligned with departmental and organizational objectives. If you thrive in dynamic environments and have a passion for combining administrative expertise with strategic thinking, we encourage you to apply and help drive our organization forward.
This position provides assistance with all aspects of program and project timelines and tracking program deliverables, internal and external communication, including preparation of documents, communications, copying, uploading and emailing of documents, preparation and support for system-wide on-site and on-line meetings and activities; creating report formats, editing, compilation, copying/compiling documents for technical reports; compilation of presentation materials; filing; setting meetings, tracking attendance and meeting minutes, maintaining schedules and timelines, and assisting with maintenance of the Strategic Planning SharePoint page. The position provides expert level software support in Microsoft applications, enters data, and manages spreadsheets and databases. This position also coordinates registrations, travel, maintains and attends to resource needs of the department.
Primary responsibilities:
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.
To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.
REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and criminal background check prior to appointment.
EDUCATION VERIFICATION - Applicants will be required to provide a copy of their high school diploma at time of interview OR copies of their college transcript or college degree/diploma at time of interview. Copies of the college degree/diploma are acceptable ONLY if it clearly identifies the field in which it was earned.
Direct Care & Treatment (DCT) healthcare facilities require employees to provide documentation that they are free from tuberculosis (TB) through a blood test prior to employment. DCT does not accept TB skin testing
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 Lisa Dejoras at lisa.d.dejoras@state.mn.us or 651-431-2772.
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 Susan Mwangi at susan.mwangi@state.mn.us.
About Human Services Dept
DHS operates a highly specialized behavioral health care system that serves people with mental illness, substance abuse disorders, and developmental and intellectual disabilities. This includes psychiatric hospitals and other inpatient mental health treatment facilities; inpatient substance abuse treatment facilities; dental clinics, group homes, vocational sites, and sex offender treatment facilities.
Working together to improve the state we love.
What do Minnesota's State employees have in common?
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:
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.
Agency: Human Services Department
- Job ID: 83226
- Location: Vadnais Heights
- Telework Eligible: Telework Eligible: Yes - This position has a flexible work arrangement that may allow for Telework or a mixture of working in our office and Telework; This team is currently Teleworking; however, this may change in the future with notice.
- Full/Part Time: Full-Time
- Regular/Temporary: Unlimited
- Who May Apply: Open to all qualified job seekers
- Date Posted: 04/16/2025
- Closing Date: 04/22/2025
- Hiring Agency/Seniority Unit: Human Services Dept / DHS Central Office AFSCME
- Division/Unit: DCT Support Services / Strategy and Innovation
- Work Shift: Day Shift
- Work Hours: 8:00am - 4:30pm
- Days of Work: Monday - Friday
- Travel Required: Yes - 5% to conferences events etc.
- Salary Range: $21.90 - $29.65 / hourly; $45,727 - $61,909 / annually
- Classified Status: Classified
- Bargaining Unit/Union: 206 - Clerical/AFSCME
- Work Area: Strategy and Innovation
- 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.
Direct Care and Treatment (DCT) is seeking an individual to join our DCT Strategy and Performance Team for an exciting and rewarding opportunity as an Office and Administrative Specialist, Senior!
We are seeking an experienced and detail-oriented Office Administrative Specialist (OAS) Senior to join our team, specializing in strategic planning. This key role is responsible for ensuring the seamless coordination of administrative operations, managing complex schedules, and supporting high-level projects that align with our organizational goals. The ideal candidate will possess exceptional organizational skills, a proactive mindset, and the ability to implement efficient processes that enhance overall productivity.
As part of the team, you will play a vital role in strategic planning initiatives, analyzing data, identifying trends, and assisting leadership in developing and executing actionable strategies. Success in this role requires excellent communication and collaboration skills to ensure that initiatives are clearly aligned with departmental and organizational objectives. If you thrive in dynamic environments and have a passion for combining administrative expertise with strategic thinking, we encourage you to apply and help drive our organization forward.
This position provides assistance with all aspects of program and project timelines and tracking program deliverables, internal and external communication, including preparation of documents, communications, copying, uploading and emailing of documents, preparation and support for system-wide on-site and on-line meetings and activities; creating report formats, editing, compilation, copying/compiling documents for technical reports; compilation of presentation materials; filing; setting meetings, tracking attendance and meeting minutes, maintaining schedules and timelines, and assisting with maintenance of the Strategic Planning SharePoint page. The position provides expert level software support in Microsoft applications, enters data, and manages spreadsheets and databases. This position also coordinates registrations, travel, maintains and attends to resource needs of the department.
Primary responsibilities:
- Produce accurate, timely work in a fast-paced environment supporting multiple processes
- Responsible for daily support of Strategy and Performance Department functions. Manage department operational support needs.
- Support implementation of new systems and processes; advance existing systems and processes
- Ability to advance work independently and navigate complexity while working productively in systems under development and undergoing change
- Create and maintain Strategy and Performance Team calendars, agendas, minutes, templates, spreadsheets, and process timelines in collaboration with the Strategy and Performance Team.
- Organize, plan and perform a variety of administrative support duties such as: schedules, appointments, travel arrangements; arrange meetings and meeting rooms; prepare and file correspondence, file management, reports and documents, and maintain positive, productive work culture.
- Coordinate logistics for virtual Strategic Planning and Strategy and Performance department events and meetings including technical needs, presentations and archival of materials.
- Scheduling meetings in Outlook and Teams, managing online breakout sessions and meeting attachments.
- Manage distribution lists and communicate professionally with internal and external stakeholders.
- Provide software and data management services in support of the Strategic Planning and Strategy and Performance projects and efforts.
- Contribute to effective Strategic Planning SharePoint site. Help manage content posting, structure of and access to the Strategic Planning SharePoint page and ensure current documents are posted in a timely manner.
- Facilitate gathering of data materials and reports requested. Update data on dashboards, charts and spreadsheets.
- Provide expert level software advice to the Department for use of word processing, presentation, and spreadsheet software including MS Word, Excel, PowerPoint and SharePoint, and other programs as needed. For example, how to create report templates using types and formats, footnotes, endnotes, report chapters, page numbers, creating and importing charting and graphs from spreadsheets and databases, group sharing drafts on the Web, tracking and editing of reviewer changes. Independently seek solutions and skill development as needed based on projects.
- Consult with project owner regarding guidelines and rules related to data entry decisions.
- Explore the Internet, or other sources for information in support of program initiatives and projects.
- Contribute to productive, positive work environment
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.
- 1-3 years of administrative work experience.
- Proficiency in Microsoft Office Suite, MS Word for document creation and formatting, MS Excel for data collection, entry, and basic analysis (e.g., charts, tables), MS PowerPoint for preparing presentations and visual materials
- Demonstrate excellent communication and interpersonal skills.
- Prior experience with maintaining multiple program and project timelines and tracking deliverables preferred or ability to learn.
- Prior experience with creating and configuring SharePoint site pages preferred or ability to learn.
- Prior experience with scheduling and supporting collaborative meetings, operating breakout sessions, providing materials, tracking attendance, preferred or ability to learn
- Broad fundamental Information Technology knowledge. Willingness and ability to learn new technical skills.
- Ability to work productively as part of a team and to work independently.
- 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.
- Experience with Outlook and Microsoft Office applications (i.e., PowerPoint, Word, OneNote, Teams, Excel, Forms, etc.).
- Advanced skills and familiarity with MS suite, Teams, SharePoint.
- 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.
To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.
REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and criminal background check prior to appointment.
EDUCATION VERIFICATION - Applicants will be required to provide a copy of their high school diploma at time of interview OR copies of their college transcript or college degree/diploma at time of interview. Copies of the college degree/diploma are acceptable ONLY if it clearly identifies the field in which it was earned.
Direct Care & Treatment (DCT) healthcare facilities require employees to provide documentation that they are free from tuberculosis (TB) through a blood test prior to employment. DCT does not accept TB skin testing
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 Lisa Dejoras at lisa.d.dejoras@state.mn.us or 651-431-2772.
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 Susan Mwangi at susan.mwangi@state.mn.us.
About Human Services Dept
DHS operates a highly specialized behavioral health care system that serves people with mental illness, substance abuse disorders, and developmental and intellectual disabilities. This includes psychiatric hospitals and other inpatient mental health treatment facilities; inpatient substance abuse treatment facilities; dental clinics, group homes, vocational sites, and sex offender treatment facilities.
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
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
- Annual pay increases
- 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
- 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)
- 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
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.
Salary : $45,727 - $61,909
