Records Management / Office & Admin Specialist Sr

Working Title : Records Management / Office & Admin Specialist Sr

Job Class : Office and Administrative Specialist, Senior

Agency : Public Safety Dept

Job ID : 84469

Location : Virginia

Telework Eligible : No

Full / Part Time : Full-Time

Regular / Temporary : Unlimited

Who May Apply : Open to all qualified job seekers and DPS employees eligible to bid (permanent, classified employees in the same job and class). Eligible bidders should apply through self-service and confirm their bid by emailing Marcia.Reding@state.mn.us by 11 : 59 PM on 03 / 06 / 2025.

Date Posted : 02 / 28 / 2025

Closing Date : 03 / 10 / 2025

Hiring Agency / Seniority Unit : Public Safety Dept / Public Safety-AFSCME

Division / Unit : Evel. District 3100 / Eveleth D 3100 Clerical

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 : 101 N. Hoover Road, Suite 100

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.

This position exists to perform administrative duties include, but not limited to, answering phones, directing visitors, managing the mail, responding to certain citizen requests, data entry into various systems, compiling information, producing and / or distributing reports and other miscellaneous items. This position plays a key role in the day-to-day functioning of the State Patrol District Headquarters and all its personnel.

To provide administration support for District 3100 in the areas of DWI reporting processing (eCharging) and prosecution, records management, and BCA suspense file Administrator. This position independently provides duplication and library services so accurate and reliable recordings are created for prosecutors, courts, and other agencies and with support to all district personnel.

This position serves as an administrative assistant providing clerical support to the district operations, as well as either channeling or providing both internal and external communication. The administrative assistant independently performs office duties enabling the district management to function effectively and efficiently.

Minimum Qualifications

Knowledge of communications sufficient to present clear and concise explanations of governing rules and regulations in a manner that is understandable.

Ability to explain laws, rules, regulations, standards, policies, and procedures to clients, coworkers, and customers.

Skills in customer service to provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence.

Skills in customer service to interpret and explain program information to customers, clients and coworkers, such as policy, procedures, eligibility requirements, application details, and payment methods.

Skill in using spreadsheet applications, such as Microsoft Excel or Google Sheets to enter, compile, store, and retrieve data.

Skill in word processing sufficient to use software, such as Microsoft Word, to type and format letters, memos, reports, and minutes of meetings, etc.

Skill in customer service to respectfully engage with clients, coworkers, and customers, when handling difficult or complex problems and resolving escalated complaints or disputes.

Preferred Qualifications

Working knowledge of eCharging, MNJIS, SWIFT, Axon, GovQA, CAD, MNCrash, and Netviewer systems.

Understand data privacy requirements and laws.

Physical Requirements

Light : Requires occasionally moving and transporting such articles as file boxes and heavy hand tools or heavier materials with help from others and moving and transporting light objects frequently. Even though the weights being moved and transported may be a negligible amount, a job in this category may require positioning self to move to a significant degree or may involve maintaining a stationary position for extended periods.

Additional Requirements

It is the policy of the Department of Public Safety that all employees submit to a background investigation prior to employment, which includes the following components :

Criminal History

Reference Check

Fingerprints (MNJIS)

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.

Salary : $45,727 - $61,909