JOB SUMMARY

The Office & Administrative Specialist, Intermediate assists in the coordination of division activities and promotion of teamwork for the efficient functioning of the Facilities and Operations Division and other agency departments.
This position also provides additional administrative support to the Executive Assistant to the Commissioner and Business Recruitment team. The incumbent provides receptionist/front-line services for the agency and its customers.

Responsibilities include but are not limited to:

• Perform reception, meeting, and telephone duties to provide a positive customer service experience.
• Greet and present visitors with accurate information, assistance and guidance with their meeting while adhering to all policies and procedures.
• Create and manage the agency revenue and expense financial statement reports reference library.
• Record daily incoming checks or cash on an electronic log and share with Business Development loan officers and accounting staff.
• Process and order all supplies needed for the agency and rotate stock.
• Access the Secretary of State Voter Registration website, with the voter’s consent and presence, to help assist the public with online applications.

This position is the first contact customers have when they contact the Department of Iron Range Resources & Rehabilitation.
This position is located at the Eveleth office and is in-office five (5) days a week.

ONLY APPLICANTS WHOSE APPLICATION MATERIALS CLEARLY DEMONSTRATE FULFILLMENT OF EACH OF THESE MINIMUM QUALIFICATIONS WILL BE CONSIDERED FOR THE POSITION:

• Word processing skills sufficient to use software to create, format, edit and print a variety of documents, correspondence, forms, table, and reports
• Knowledge of computer software applications to create spreadsheets from a variety of sources and compile lists, tables, and graphs to track projects and activities.
• Customer service practices and principles sufficient to identify each customer’s needs, meet quality standards for services, and evaluate customer satisfaction.
• Math skills sufficient to perform basic addition, subtraction, multiplication and division of whole numbers, fractions, decimals, calculation percentages, and the use of formulas.
• Ability to operate office equipment such as fax machine, copy machine, postal scale, postal machine, and telephone.
• Ability to maintain cordial relationships with the public, state officials and agency personnel.
• Organizational skills sufficient to prioritize workload and adjust to changing priorities.
• Ability to maintain security of confidential and private information.
• Communication skills to interact via telephone, writing, email, and in-person.
• Incumbent must be able to relate well under a variety of conditions and maintain a pleasant and professional manner.
• Valid MN Driver’s License.
• Experience working with a diverse clientele including the commitment to equity and inclusion in the work environment.

PREFERRED QUALIFICATIONS

• Previous clerical or administrative office experience.
• Experience and proficiency using Microsoft Office Suite (Word, Excel, Outlook) software sufficient to compile, manipulate, store, and retrieve data.
• Knowledge of IRRR program operations and/or State policies.
• Experience working within the State of Minnesota.

ADDITIONAL REQUIREMENTS

This position requires the successful completion of the following:

• It is the policy of the Department of Iron Range Resources & Rehabilitation that all employees submit to an employment and criminal background check prior to employment.
• Employees must have a valid Minnesota driver’s license.
• In accordance with the Department of Iron Range Resources & Rehabilitation’s Vehicle Fleet Safety Program, employees driving on agency business who use rental or state vehicles shall be required to conform to Department of Iron Range Resources & Rehabilitation’s vehicle use criteria and consent to a Motor Vehicle Records check.

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

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.

Responsibilities include but are not limited to:

• Perform reception, meeting, and telephone duties to provide a positive customer service experience.
• Greet and present visitors with accurate information, assistance and guidance with their meeting while adhering to all policies and procedures.
• Create and manage the agency revenue and expense financial statement reports reference library.
• Record daily incoming checks or cash on an electronic log and share with Business Development loan officers and accounting staff.
• Process and order all supplies needed for the agency and rotate stock.
• Access the Secretary of State Voter Registration website, with the voter’s consent and presence, to help assist the public with online applications