Office administrative specialist

Full job description

At the DNR, we are committed to the conservation and management of the state's natural resources for outdoor recreation, economic development, and a sustainable quality of life. Apply with us and find your path.

Job Details

Working Title : Office Administrative Specialist Intermediate

Job Class: Office Administrative Specialist Intermediate

Agency: Department of Natural Resources

• Who May Apply: Open to all qualified job seekers
• Date Posted: 04/12/2024
• Closing Date: 05/09/2024
• Hiring Agency/Seniority Unit: Department of Natural Resources
• Division/Unit: Parks and Trails
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required : No
• Salary Range: $19.57 - $25.95 / hourly; $40,862 - $54,183 / annually
• Classified Status: Classified
• Bargaining Unit/Union : 206 - Clerical/AFSCME
• Work Area : Grand Rapids Region
• FLSA Status : Nonexempt
• Telework Eligible: No
• Designated in Connect 700 Program for Applicants with Disabilities : Yes

Make a difference in the lives of Minnesotans.

The work you’ll do is more than just a job. Join the talented, engaged and inclusive workforce dedicated to creating a better Minnesota.

Job Summary

The DNR is currently seeking to fill (1) permanent, full-time (100%) Office & Administrative Specialist Intermediate position in Grand Rapids, MN.

This position exists to provide critical office and business management functions to include administrative and clerical services and complex contractual and fiscal functions for the Grand Rapids Area Parks & Trails Office. This position monitors and assists in the management of budgets, state Grant in Aid programs, and divisional Parks and Trails operations. As a lead worker this position provides technical advice and work guidance to other staff. This position also assists with the management of receptionist and clerical duties, shared office equipment technical support, building coordination efforts and resource responsibility for the DNR region 2 headquarters.

Responsibilities include:

• Assist in the management and monitoring of all budgets and fiscal activities including purchases, revenue collection, employee expenses, US Bank (credit card) purchases for the Division of Parks & Trails Grand Rapids Area Operations so that all transactions, payments and purchases are made in a timely manner and in accordance with state regulations, DNR and Department of Administration Materials Management policies and procedures. Ensure the Grand Rapids Area Parks and Trails budgets are always in balance
• Perform varied office management functions for the Grand Rapids Area Parks and Trails Office to ensure that all office operations run smoothly and efficiently.
• Serve as initial contact for the public, other department employees, federal, state, and local government contacts, so that in-person, e-mail, and telephone customers are provided with requested information on parks and trails or are referred to appropriate personnel or authority for assistance.
• Prepare and process grant-in-aid contract agreements for Grand Rapids Area Parks and Trails so that all grant contracts are properly encumbered and processed and payments are made accurately and promptly.
• Cooperate and coordinate with other co-located building clerical employees to assist with the shared responsibility of usage and maintenance of office equipment and facility resources, as well as assist with the coordination of visitor inquiries.

Qualifications

Minimum Qualifications

• Knowledge of business practices, principles, and protocols as applied to disbursements, purchasing and receipts techniques.
• Knowledge of accounting principles and practices sufficient to analyze, interpret, and prepare financial information, records, and reports.
• Knowledge of word processing/typing and use software to create, format, edit, print, and save a variety of documents, correspondence, and reports in an organized manner, grammatically correct, in proper format and free of spelling errors; create reports by combining and presenting data from multiple sources.
• Basic accounting skills sufficient to monitor and balance budgets, ensure that spending is within budget and effectively recommend fund transfers; resolve discrepancies; review/verify financial records and prepare financial summaries and reports; enter and access information, identify, and adjust for potential problems, etc.
• Spreadsheet skills sufficient to develop tables, charts, and graphs, in proper format and free of spelling errors; create reports by combining and presenting data from multiple sources.
• Customer service skills sufficient to provide prompt, courteous, and accurate information to internal and external customers in person, by phone, e-mail, or other written correspondence; schedule and confirm appointments.
• Ability to interpret and explain program information; effectively communicate and elicit information with tact and diplomacy.
• Ability to perform administrative support work for a work unit’s expense and budget administration.
• Ability to communicate effectively with others sufficient to perform the duties listed above, prepare written responses, present clear and concise explanations of governing rules and regulations, etc., and file and retrieve information based on content, using alphabetical filing practices.

Preferred Qualifications

• Two (2) years general office experience performing mail merging, database management, project management, administrator for online database; creating, issuing, and processing permits; creating purchase orders, processing paperwork for items such as fleet, purchasing cards, expense reports; creating and editing reports that included graphs and tables, etc.
• High level of organizational skills to facilitate management of many projects at one time.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel), Adobe Pro, Access and Visio.
• File management skills, paper and electronic, sufficient to retrieve/provide documents and information when needed.
• Experience editing documents for accessibility compliance.

Additional Requirements

No driving duties are required.

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.

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 Verification

Application Details

How to Apply

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the job information line at or email . For additional information about the application process, go to

If you have questions about the position, contact Jim LaBarre at or

If you are an individual with a disability and need reasonable accommodation to assist with the application process, please contact the ADA Coordinator at . 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 Layla Daleiden at .

Why Work for Us

Diverse Workforce

We are committed to continually developing a workforce that reflects the diversity of our state and the populations we serve. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve the people of Minnesota.

A recent engagement survey of State of Minnesota employees found:

• 95% of employees understand how their work helps achieve their agency’s mission
• 91% of employees feel trusted to do their jobs
• 88% of employees feel equipped to look at situations from other cultural perspectives when doing their job
• 87% of employees report flexibility in their work schedule

Comprehensive Benefits

Our benefits aim to balance four key elements that make life and work meaningful: health and wellness, financial well-being, professional development, and work/life harmony. As an employee, your benefits may include:

• Public pension plan
• Training and professional development
• Paid vacation and sick leave
• 11 paid holidays each year
• Paid parental leave
• Low-cost medical and dental coverage
• Prescription drug coverage
• Vision coverage
• Wellness programs and resources
• Employer paid life insurance
• Short-term and long-term disability
• Health care spending and savings accounts
• Dependent care spending account
• Tax-deferred compensation
• Employee Assistance Program (EAP)
• Tuition reimbursement
• Federal Public Service Student Loan Forgiveness Program

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.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. The State of Minnesota recognizes that a diverse workforce is essential and strongly encourages qualified women, minorities, individuals with disabilities, and veterans to apply.

We will make reasonable accommodations 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 or email and indicate what assistance is needed.