Office & Admin Specialist Sr

Office & Admin Specialist Sr

Job Class : Office and Administrative Specialist, Senior

Agency : Corrections Dept

Location : Moose Lake

Telework Eligible : No

Full / Part Time : Full-Time

Regular / Temporary : Unlimited

Who May Apply : Open to all qualified job seekers

Closing Date : 11 / 06 / 2025

Hiring Agency / Seniority Unit : Corrections Dept / Corr-Willow Rv-Moose Lk-AFSCME

Division / Unit : Minn Corr Facl - Moose Lake / ML Psychological Sv Dir Staff

Work Shift / Work Hours : Day Shift / 8 am to 4 : 30 pm

Days of Work : Monday - Friday

Travel Required : No

Salary Range : $22.23 - $30.09 / hourly; $46,416 - $62,827 / annually

Classified Status : Classified

Bargaining Unit / Union : 206 - Clerical / AFSCME

Designated in Connect 700 Program for Applicants with Disabilities

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 is responsible for an administrative area, under limited supervision, providing a wide range of technical, administrative support, and lead work duties necessary for the functioning of complex Mental Health and Substance Use treatment programs for Minnesota Correctional facilities in Moose Lake, Willow River, and Togo. This position has delegated authority to administer the key support activities. The program area and supporting administrative tasks will be complicated because of their broad scope, multiple and sometime ambiguous procedures and rules and / or technical depth. This position involves leading, training and providing work direction of OAS staff members at both Willow River and Togo specific to the delivery of mental health services and data management at both sites. This position initiates a wide range of activities to ensure that services and program deadlines are met according to established guidelines, rules and statutes. Incumbents research and respond to issues that may have no immediate solutions within established procedures and guidelines. They may also direct the work of other staff, students etc. to ensure that the program area is supported.

Work is in a Minnesota Correctional Facility (MCF) - Moose Lake

Minimum Qualifications

To be qualified for and considered for this position, applicants must meet all the minimum qualifications listed below. Ensure that your resume contains descriptions of your work experiences sufficient for comparison against the requirements stated below and indicate the beginning and ending month and year for each job held.

• English language skills sufficient to communicate effectively with internal staff and external customers while exhibiting professionalism, courtesy, and tact.
• Word processing (preferably Microsoft Word) skills sufficient to prepare and modify memos, letters, and reports that are grammatically correct, in proper format, and free of spelling errors.
• Data entry performance sufficient to access and update DOC-specific databases and other computer systems in order to gather and report data (including the Correctional Operations Management System (COMS), Sapphire EHR, OnBase, and SharePoint).
• Database management skills sufficient to query information from computer logs and systems, and accurately enter, retrieve, and interpret the information (e.g. Offender Document System (ODocS) and COMS).
• Skills in using spreadsheet software applications, such as Microsoft Excel, to enter, compile, store, and retrieve data in a variety of reports.
• Customer service skills sufficient to work directly with staff, answer the phone, and refer callers with courtesy and respect.
• Ability to develop administrative and programmatic procedures sufficient to obtain, organize, and draft materials and to develop and modify procedures.
• Ability to maintain confidentiality of all data and information.

Preferred Qualifications

Two or more years of post-secondary education.

Two or more years of experience in an office setting providing administrative support and customer service.

Experience in utilizing computer applications and databases, such as Correctional Operations Management System (COMS), National Crime Information Center (NCIC), Odyssey, OnBase, and Statewide Supervision System, or comparable criminal justice information system.

Experience or training in the use of SharePoint.

Experience and skills in file management and maintaining accurate records.

Experience working in a correctional setting / secured facility.

Physical Requirements

The selected finalist is required to review and sign a Physical Demands Analysis (PDA) for this position. For a copy of the PDA, please email Shelley Rojesky at shelley.rojesky@state.mn.us . This position will require Tuberculosis screening prior to hire.

Additional Requirements

The selection process may include screening the top candidate(s) on their criminal history, predatory offender registration, offender associations and / or other applicable background information in accordance with Department of Corrections' policy. Top candidate(s) must pass a criminal history check which includes successful completion of all sentencing and / or restitution requirements of law enforcement jurisdictions, including probation. Employment history / reference checks, including incidents of sexual harassment, will also be conducted on the top candidate(s) in accordance with Department of Corrections' policy. This may include a review of job performance and discipline records. New employees will be fingerprinted within the first 30 days of employment.

The Minnesota Department of Corrections (DOC) does not participate in E-Verify. The DOC will not sponsor applicants for work visas, including F-1 STEM OPT extensions. All applicants must be legally authorized to work in the United States.

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.