Executive Assistant and Special Projects Coordinator

Job Details

Working Title: Executive Assistant and Special Projects Coordinator
Job Class: Office & Administrative Specialist, Principal
Agency: Minnesota IT Services
•   Job ID : 84362
•   Location : St. Paul
•   Telework Eligible : Yes,
•   Full/Part Time : Full-Time
•   Regular/Temporary : Unlimited
•   Who May Apply : Open to all qualified job seekers
•   Date Posted : 04/05/2025
•   Closing Date : 04/21/2025
•   Hiring Agency/Seniority Unit : Minnesota IT Services
•   Division/Unit : Department of Transportation (DOT)
•   Work Shift/Work Hours : Day Shift / 08:00 a.m. - 04:30 p.m.
•   Days of Work : Monday - Friday
•   Travel Required : No
•   Salary Range: $23.76 - $32.06 / hourly; $49,610 - $66,941 / annually
•   Classified Status : Classified
•   Bargaining Unit/Union : 206 - AFSCME Clerical, Council No. 5
•   Work Area : Department of Transportation (DOT)
•   FLSA Status : Nonexempt
•   Designated in Connect 700 Program for Applicants with Disabilities : Yes 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.

Join the 2,800+ professionals of Minnesota IT Services (MNIT) who connect Minnesotans to services that will improve their lives in government IT. This position serves our partners at the Minnesota Department of Transportation (MnDOT). MNIT MnDOT supports an agency with technology integrated into all areas of business. From business intelligence and solutions for critical transportation infrastructure to planning and operating a safe, efficient, and reliable multimodal transportation system, the team connects people and markets across Minnesota.

Job Summary

As an Executive Assistant and Special Projects Coordinator, under the direction of the Chief Business Technology Office (CBTO), you will provide executive-level support, handle operational analysis and issue resolution, and lead special projects to enhance MNIT's operational effectiveness and efficiency. The role combines administrative support, business analysis, and project management skills to address complex operational needs and support strategic goals. This role ensures streamlined office operations, drives continuous improvements, and supports strategic IT initiatives important to MNIT's and MnDOT's missions. Due to the technical nature of the responsibilities, the position requires a strong foundation in information technology (IT) to effectively analyze, support, and improve processes involving IT services, billing, and metrics, and to collaborate efficiently with technical teams. Additionally, this position requires proficiency in clear, plain language to ensure accessible documentation and effective communication across technical and non-technical stakeholders.

This position requires an employee to be onsite in St. Paul, Minnesota at least 50% of the time, with some opportunity to perform work from a telework location.
•   Telework for Minnesota IT Services is available on a limited basis.
•   Only candidates residing in Minnesota and its bordering counties are eligible for telework. Qualifications

Minimum Qualifications

Candidates must clearly demonstrate all of the following qualifications in their resume. Resume tips here. : .
•   Business English skills sufficient to speak, read, write, prepare, and edit materials, using correct and error-free spelling, punctuation, grammar, and typing.
•   Advanced customer service skills across phone, in-person, and online channels, emphasizing empathy, problem-solving, and clear communication with the ability to manage multiple tasks and priorities in fast-paced environments. Skilled at fostering collaboration, building relationships, and aligning cross-functional teams for successful outcomes.
•   Strong analytical abilities for identifying trends, troubleshooting issues, and supporting data-driven decision-making.
•   Expertise in problem-solving, continuous process improvement, delivering clear documentation, reports, and presentations with exceptional written and verbal communication skills to convey technical information clearly to both technical and non-technical audiences.
•   Experienced in project management using Agile principles and optimizing workflows with Lean and Six Sigma methodologies, and proficient in Excel, SQL, and Power BI for data analysis, financial tracking, and creating visualizations . Preferred Qualifications
•   Knowledge of government budgeting, including forecasting and reconciliation, familiarity with MNIT specific systems is desired, with experience in tools like SWIFT and SEMA4.
•   ITIL, Agile, PMP, and/or Lean Six Sigma certifications for structured methodologies.
•   Experience in state government or public sector roles, with familiarity in regulatory and operational standards.
•   Knowledge of established MNIT Services branding standards, office and department formats related to written communication.
•   Experience with confidential and sensitive communications, topics, and actions.
•   Advanced time management skills with the ability to multi-task, shift priorities, and remain organized when there are multiple competing priorities with varying complexity.
•   Experience with IT/technology resource, asset, and contract management. Skilled in supporting teams through change, promoting effective adaptation to new processes. Physical Requirements
•   Ability to work in a seated or standing position for extended periods of time.
•   Ability to position self and move sufficiently to open mail, sort and file documents, and perform repetitive tasks.
•   Ability to moveand position up to thirty (30) pounds. Additional Requirements

It is the policy of Minnesota IT Services that a successful candidate must pass all legally required checks prior to employment which may consist of the following:
•   SEMA4 Records Check (applies to current and past state employees only)
•   Criminal History Check
•   Reference Check
•   Social Security and Address Verification
•   Education Verification
•   Other legally required checks Minnesota IT Services does not participate in E-Verify. Minnesota IT Services will not sponsor applicant for work visas, including F-1 STEM OPT extensions. All applicants must be legally authorized to work in the United States.

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 Careers Help Desk at or email . For additional information about the application process, go to .

Contact

If you have questions about this position, contact us at .

Connect 700 Program

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 .

Veterans

To be considered for any Veteran's Status , you MUST indicate this on your application.

RECENTLY SEPARATED VETERANS (RSV) : Effective July 1, 2009, legislation provides that the top five RSV applicants who apply and meet the qualifications for a vacancy shall be granted an interview. You must:

•   Meet all Minimum Qualifications identified in this posting.
•   Meet all of the RSV criteria.
•   Submit a copy of your DD-214 form by the closing date to: . CERTAIN DISABLED VETERANS : Effective August 1, 2012, legislation provides state agencies with the option to appoint certain disabled veterans on a noncompetitive basis if you:
•   Meet service requirements and have a verified service-connected disability rating of at least 30%.
•   Provide qualifying documentation verifying the disability.
•   Meet all Minimum Qualifications identified in this posting.
•   You must submit all documentation by the closing date to: .

Current State Employees
•   Bidders: This vacancy is open for bids and all qualified applicants simultaneously. This vacancy will be filled in accordance with applicable union contract provisions. Current employees of Minnesota IT Services who are currently in an Office and Administrative Specialist Principal position and who are eligible to bid and apply within the seven (7) day bidding period will be considered prior to filling the position via other means.
•   Current State Employees: Please note that employment provisions (including but not limited to seniority and leave accrual) vary among the three branches of Minnesota State government. When considering a job with another branch of state government, you are highly encouraged to explore these differences. For assistance . click apply for full job details