JOB SUMMARY

This position is located at Central Office in St. Paul and may work a hybrid schedule or work in the office full time, three days in the office each week is required. The incumbent will be required to make a telework arrangement with their supervisor. The incumbent will be expected to work in the office as determined by policy and discussion with their supervisor.
This position exists to provide executive administrative support services to the Director of Land Management and the office’s Management Team. The position will also function as a point of contact for all Land Management personnel so that the office runs smoothly and efficiently.

Responsibilities include, but are not limited to:

• Provide administrative support and executive services to the Director of Land Management, the Assistant Directors of Land Management & Management Team members.
• This includes scheduling meetings; maintaining a good knowledge of the Director’s schedule and that of the Management Team to avoid scheduling conflicts; reviewing and handling incoming mail for the Management Team; monitoring documents and correspondences that require signatures; ensuring processes are followed and documentation is correct; and preparing meeting agendas.
• Maintain and review office records, reports, and billing statements.
• Maintain strong working relationships with the Director and office Management Team so that open communication is maintained within the administrative area of the office.
• Occasional (2-3x a year) travel with overnight stays will be required.

** The Minnesota Department of Transportation does not sponsor applicants for work visas or Optional Practical Training Extensions for STEM Students. Individuals must be legally authorized to work in the US at the start of employment.

MINIMUM QUALIFICATIONS

• Customer service skills sufficient to provide prompt, courteous, and accurate information to internal/external customers in person, on the phone, Microsoft TEAMS, and through e-mail and other written correspondence.
• Knowledge of accounting principles and processes sufficient to analyze, interpret, and prepare financial information, records and reports.
• Word processing, spreadsheet, and other software application skills to develop and modify a variety of correspondence, records, invoices, letters, and reports.
• Skill in developing and implementing administrative and program policies, procedures, and service standards in cooperation with management.

PREFERRED QUALIFICATIONS

• Knowledge of real estate services.
• Knowledge of the SWIFT (Statewide Integrated Financial Tools)
• Knowledge of the EIOR (Electronic Inter Office Request) system.

ADDITIONAL REQUIREMENTS

Successful candidate must pass past-employer reference checks and criminal history check
It is our policy that all candidates submit to a background investigation prior to employment. The background check may consist of the following components: SEMA4 Records Check, Criminal History Check, Employment Reference Check, Driver’s License Check, and/or Education/License Verification.

APPLICANTS WITH DISABILITIES

Minnesota Department of Transportation (MnDOT) encourages participation in all its programs, services and activities and does not discriminate against qualified applicants with disabilities. Anyone who believes they may need a reasonable accommodation in order to fully participate in the job application, interview or selection processes may contact any agency official with whom applicant has contact in the processing of their employment application to request an accommodation. Applicants may also contact the MnDOT Affirmative Action office to request an accommodation by: E-mail: ADArequest.dot@state.mn.us; or by calling Janet Miller at tel:651-366-4720; or using MN Relay 711.
The MnDOT Reasonable Accommodation policy can be found at: http://www.dot.state.mn.us/policy/hr/hr009.html

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:

• Provide administrative support and executive services to the Director of Land Management, the Assistant Directors of Land Management & Management Team members.
• This includes scheduling meetings; maintaining a good knowledge of the Director’s schedule and that of the Management Team to avoid scheduling conflicts; reviewing and handling incoming mail for the Management Team; monitoring documents and correspondences that require signatures; ensuring processes are followed and documentation is correct; and preparing meeting agendas.
• Maintain and review office records, reports, and billing statements.
• Maintain strong working relationships with the Director and office Management Team so that open communication is maintained within the administrative area of the office.
• Occasional (2-3x a year) travel with overnight stays will be required