Office & Administrative Specialist I

Thief River Falls , MN
Aug 05, 2017
Office & Administrative Specialist Intermediate (OAS Int.)
Working Title: Outreach Services Specialist

Who May Apply: Open to all qualified job seekers
Date Posted: 08/04/2017
Closing Date:
Job ID: 08/22/2017
Hiring Agency: Northland Community and Technical College
Appointment Type: Unlimited, Full-time
Work Shift/Work Hours: Day Shift / 8:00 a.m. - 4:30 p.m.
Days of Work: Monday - Friday
Travel Required: Yes, occasional travel to the East Grand Forks (EGF) campus
Salary Range: $16.16 - $21.42 /hourly; $33,742 - $44,725 /annually
Job Class Option: 003628
Classified Status: Classified
Bargaining Unit/Union 206 - AFSCME
Work Area: Center for Outreach and Innovation - TRF
Last Incumbent: Rosemary Gustafson
Supervisor Name: Kirsten Michalke
Location: Thief River Falls Campus
Re-Posting: No
Connect 700 Program Eligible:
PCN: Yes

Job Summary

This position exists to serve as first point of contact for the Center for Outreach and Innovation (COI), Northland Community and Technical College (NCTC). Facilitates daily office operations, promotes credit and hour-based training, facilitates student registration, provides record keeping, assists in managing accounts receivable and payable, and coordinates communication between customers and department staff. Provides administrative support to the Director of Workforce Development, instructors/coordinators, facilitators, and sub-contractors. Works in collaboration with, and is an integral member of the Center for Outreach and Innovation (COI) and Farm Business Management (FBM) teams. Maintains a client sensitive, market driven, quality focused and revenue-based orientation at all times. This position will also provide limited administrative support to the V.P. of Academic & Student Affairs as time permits.

Principle Responsibilities and Results

1) Process paperwork per standard operating procedures for Fire, Mine Safety & Health Administration (MSHA), Digi-Key, Polaris, Farm Business Management (FBM) and other projects such as the Minnesota Online Quality Initiative (MOQI), motorcycle training and continuing education classes.
2) Provide administrative support duties and coordination to enhance services to students, employees and businesses the COI and FBM Department serves. Handling non-routine inquiries, providing information to clients and communicating orally and in writing to the inquiries. This position also works closely with training coordinators to organize training sessions, from registration through course completion.
3) Maintain departmental files and student records to ensure accuracy.
4) Enter information into rST or ISRS for the department's student online registration system. Ensure invoicing and third party billing clients is completed in a timely and accurate manner in conjunction with the Business Office.


Minimum Qualifications:
Knowledge of:
* Word processing sufficient to use software to create, format, edit, print and save a variety of documents
* Computer software applications to create spreadsheets from a variety of sources and compile lists and spreadsheets

Skills in:
* Math, accounting practices and bookkeeping sufficient to independently calculate and maintain accurate and records and resolve discrepancies.
* Database management to sufficiently collect, compile, maintain and present data from multiple databases.

Ability to:
* Use customer service skills on the phone, in person and online to provide effective support to customers.
* Communicate in English sufficient to speak, read, understand and respond to written and spoken communication with customers

Preferred Qualifications:
* Knowledge of specialized programs such as Integrated Statewide Records System (ISRS) or r-School Today (rST).
* Knowledge of program specific criteria in various credit based Certificate programs offered through Center for Outreach & Innovation (COI) and Farm Business Management (FBM).
* Ability to research costs and make purchases to stay within annual office supply budget.
* Ability to research industry specific data for customized training reports.

Additional Requirements

This position requires successful completion of the following:
Required Assessments:
* Word Processing - Basic
* Spreadsheets - Basic
* Math - General

In accordance with the Minnesota State Colleges & Universities (MnSCU) Vehicle Fleet Safety Program, employees driving on college/university business who use a rental or state vehicle shall be required to conform to MnSCU's vehicle use criteria and consent to a Motor Vehicle Records check.

Application Details

Other Information
Employment information for this position can be found in its collective bargaining agreement or plan document at .

How to Apply

Click "Apply" at the bottom of this page. If you are unable to apply online, please contact the job information line at 651.259.3637.

For additional information about the application process, go to

Why Work For Us
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.

If you have questions about the position, contact Colleen at or 218.793.2407.

Equal Employment Opportunity
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 Please indicate what assistance is needed.