Office & Administrative Specialist Intermediate

Job Class: Office and Administrative Specialist, IntermediateAgency: MN Department of Natural Resources- Job ID : 84590- Location : Karlstad; Roseau; Thief River Falls; Middle River- Telework Eligible : No- Full/Part Time : Full-Time- Regular/Temporary : Unlimited- Who May Apply : Open to all qualified job seekers- Date Posted : 03/05/2025- Closing Date : 03/25/2025- Hiring Agency/Seniority Unit : Department of Natural Resources- Division/Unit : Fish and Wildlife- Work Shift/Work Hours : Day Shift- Days of Work : Monday - Friday- Travel Required : Yes - Occasionally- Salary Range: $20.45 - $27.12 / hourly; $42,699 - $56,626 / annually- Classified Status : Classified- Bargaining Unit/Union : 206 - AFSCME- Work Area : Karlstad Area; Roseau River Wildlife Management Area; Thief Lake Wildlife Management Area; or Thief River Falls Area- Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : YesThe 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 Department of Natural Resources is seeking to fill one (1) full-time year-round Office and Administrative Specialist, Intermediate position. This position will provide support to the following Wildlife Area Offices: Karlstad, Roseau River Wildlife Management Area (WMA), Thief Lake WMA, and Thief River Falls. Days of work are generally Monday through Friday, 8:00 a.m. to 4:30 p.m.The selected candidate will have the option to report to one of the following locations: Karlstad Area Office, Roseau River WMA Office, Thief Lake WMA Office, or Thief River Falls Area Office. The specific location will be agreed upon at time of selection.This position exists to perform administrative, fiscal, customer service, and clerical support services within department programs and policies so that state requirements and federal aid guidelines are met, effective office procedures are carried out, the public is served efficiently, and fisheries and wildlife resources are managed, protected, sustained, and enhanced for the greatest public benefit.Responsibilities include:- Perform all job responsibilities in a manner that supports a healthy, safe, and productive work environment for all employees. Encourage a diverse workplace, treat others with respect, and contribute to work groups. Support the overall mission of the DNR.- Perform office management and administrative support functions so that internal and external customer needs are met and communication, information flow, materials, operations, programs, and projects are coordinated and carried out effectively, efficiently, timely and responsibly in accordance with State and DNR policies and procedures.- Support budget management, the purchasing process and fleet/asset management so that financial obligations are met timely and in compliance with State, Federal, and DNR policies and procedures. Gathers, verifies, and summarizes data for fiscal and administrative reports. Provides technical advice to office staff. Schedules, trains, and gives technical guidance to co-workers.- Process and archive reports in accordance with State and Federal retention guidelines. Maintain thorough knowledge of data-entry and result retrieval with department and division database programs.- Gather, verify, and summarize financial records for the Co-located Facility by creating and maintaining a computerized system of complete and accurate data, following DNR and state financial policies and procedures. Provide clerical assistance related to Co-located Office operation. Obtain office equipment and supplies for the Co-located Facility as needed.- Fully support and contribute to the successful operation of the FAW and the DNR in a professional manner. As needed, provide specific program support and contribute to special projects as assigned.Minimum Qualifications- Knowledge of accounting principles and practices sufficient to analyze, interpret, and prepare financial information, records, and reports.- Organizational skills sufficient to be able to prioritize work responsibilities, manage time, meetings, project timelines, and other quarterly and annual obligations.- Ability to communicate a correct interpretation of reports to division/program supervisors and officers.- Knowledge of computer programs such as Microsoft Office or similar data entry systems. (Excel, Word, Access, SWIFT, CODA, Outlook, etc.)- Ability to communicate effectively and professionally both verbally and written with internal and external customers.- Customer service skills sufficient to provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence.- Word processing skills sufficient to be able to compose, format, and type scientific reports, letters, memos, permits, and forms so they meet established format requirements.Preferred Qualifications- One (1) year of administrative support experience.- Knowledge of the state budgeting system and process, DNR rules and regulations, policies, and processes governing the purchasing guidelines and expenditures of the division for preparing purchase orders and responding to questions or resolving problems related to purchasing.- Knowledge of the Statewide Integrated Financial Tool (SWIFT) system.- Knowledge of the Human Resources SEMA4 system and union contracts/plans sufficient to review payroll and employee business expenses.- Knowledge on proper procedures and forms required by the Division of Fish and Wildlife, other divisions, bureaus, and state agencies.Additional RequirementsThis position requires an unrestricted Class D Driver's license with a clear driving record.Applicants must have the ability to meet the physical requirements and work in the environmental conditions of the position, with or without reasonable accommodations.In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Candidates must be legally authorized to work in the United States without sponsorship for employment visa status (e.g. H1B status).It is policy of the Department of Natural Resources that all candidates submit to a background check prior to employment. The background check may consist of the following components:- Conflict of Interest Review- Criminal History Check- Education Verification- Employment Reference / Records Check- License / Certification VerificationAN EQUAL OPPORTUNITY EMPLOYERMinnesota 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.