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Office & Admin Specialist Sr

Minnesota - Natural Resources
18.92 - 25.59 USD Hourly
Closing date
Aug 3, 2021

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Job Details

Job Details Job Class: Office and Administrative Specialist, SeniorWho May Apply: Open to all qualified job seekersDate Posted: 07/16/2021Closing Date: 07/29/2021Hiring Agency/Seniority Unit: Department of Natural ResourcesDivision/Unit: ForestryWork Shift/Work Hours: Day ShiftDays of Work: Monday - FridayTravel Required: NoSalary Range: $18.92 - $25.59/hourly; $39,504 - $53,431/annuallyClassified Status: ClassifiedEmployment Condition: Full Time UnlimitedBargaining Unit/Union: 206 - Clerical/AFSCMEWork Area/Location: Hibbing Area/Hibbing Area Forestry OfficeFLSA Status: Nonexempt Connect 700 Program Eligible : YesJob Summary Job SummaryThis position provides administrative support to a major Forestry Division program area. This may include developing administrative procedures, responding orally and in writing to a wide range of technical questions. Incumbents may be required to know technical terminology, special software programs, and/or word processing. Duties include: Provide operations support directly to Area Forest Supervisor and staff. Prepare and maintain multiple budgets, payroll, procurement, human resource and other record systems to ensure accuracy of data and conformance with statutes and policies. Process all accounts payables in a timely manner. Develop, implement and maintain office procedures and work systems to resolve existing problems or to respond to new systems or policies. Prepare and manage all budget and fiscal activities including requisitioning and creating encumbrances for each budget year using the Statewide Accounting System. Administer and reconcile all procurement activity for all Area operations each month so that purchase transactions and payments are in a timely manner and in accordance with statute and policy. Develop internal deadlines for submission of paper work, completion of daily work and completion of special assignments. Assist Roads Forester with development and road maintenance issues and contracts within purchase authority. Support Area timber program forester relating to forest management activities in the Area so the timber program is administered effectively and efficiently. Remain knowledgeable of the timber sale system and data input in the statewide Timber Sales Module (TSM). Educate co-workers, interns, and seasonal staff in specific tasks and procedures to improve and maintain performance levels. Assist Area Fire Program Forester with wildfire support services, communication and customer education. Maintain office filing system. Provide work direction and technical assistance to other staff, students, volunteers, and residents. Provide customers with efficient and personal service through answering questions, offering information, and directing inquiries to appropriate personnel. Maintain office supply inventory Fill in as Support Dispatcher as neededQualifications Minimum Qualifications:Normal working hours are from 8:00 a.m. to 4:30 p.m., but are subject to change based on work needs. Hours of work may include weekends, evenings and holidays. Mathematic and accounting skills sufficient to review, track, analyze, prepare financial summaries/reports resolve discrepancies, provide corrective actions and maintain complete and accurate financial records. Advanced word processing skills sufficient to carry out administrative tasks and ensure documents and records are complete, accurate, and current. Customer service and oral and written communication skills sufficient to respond promptly, professionally, and accurately with internal and external customers. Organizational and time management skills sufficient to prioritize workload, meet required deadlines, initiate and follow-up on activities independently. Interpersonal skills sufficient to work with a variety of internal and external customers on a broad range of tasks and responsibilities. Proofreading/editing skills sufficient to ensure accuracy of written materials. Spreadsheet and database skills sufficient to accurately enter data, retrieve information, manage data, and generate reports. Knowledge of general office equipment including two-way radio systems and pagers, copiers, phone system, personal computer, printers, scanners, postage machine, etc. sufficient to maintain and use and provide direction. Leadwork skills sufficient to provide direction in administrative procedures and/or office functions. Requires an unrestricted Class D Driver's License: a single unit vehicle with a gross vehicle weight of less than 26,000 pounds. This is a basic driver's license. Operators may also tow vehicles/trailers as long as the gross combination weight does not exceed 26,000 poundsPreferred Qualifications: Three or more years of general office experience. Knowledge of the Division of Forestry program guidelines Knowledge of the functions of each division of the DNR. Experience using Word, Access, Excel (including pivot tables, charts, macros), SWIFT, Wires and Microsoft Outlook. Knowledge of state budgeting, procurement and invoicing processes and procedures sufficient to prepare and interpret fiscal records and reports, analyze account balances and budgets, receipt invoicesPhysical RequirementsRequires occasionally lifting and/or carrying such articles as file folders, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties.Additional RequirementsThis position requires an unrestricted Class D Driver's License with a clear driving record.It is policy of the Department of the Natural Resources that all candidates submit to a background check prior to employment. The background check may consist of the following components: Employment Reference Check SEMA4 Records Check Criminal History Check Education/License VerificationApplication Details Why Work For UsOur goal as an employer is to actively recruit, welcome and support a workforce, which is diverse and inclusive of people who are underrepresented in the development of State of Minnesota policies, programs and practices, so that we can support the success and growth of all people. We are proud to operate within a Culture of Respect that provides a healthy, safe, and productive work environment for all employees. This means that our employees are respectful to one another and to our customers. We believe that promoting a Culture of Respect allows our employees to do their best work in support of the agency's mission.GREAT BENEFITS PACKAGE! The State of Minnesota offers a comprehensive benefits package including low cost medical and dental insurance, employer paid life insurance, short and long term disability, pre-tax flexible spending accounts, retirement plan, tax-deferred compensation, generous vacation and sick leave, and 11 paid holidays each year.How to ApplyClick "Apply" at the bottom of this page and submit an application/resume that clearly describes how you meet the qualifications listed above. If you have questions about applying for jobs contact the job information line at .For additional information about the application process, go to . If you are a Connect 700 applicant, please submit your certificate to Bobbie Donat at by the job posting close . ContactIf you have questions about the position, contact Daniel Prazak at or . AN EQUAL OPPORTUNITY EMPLOYERThe State of Minnesota is an equal opportunity, affirmative action, and veteran-friendly employer. We are committed to providing culturally responsive services to all Minnesotans. 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 . Please indicate what assistance you need.
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