Office and Administrative Specialist, Senior

When all employees are embraced, respected and heard, we will build a collaborative, equitable, inclusive and anti-racist culture where everyone thrives.

Job Details

Working Title: Office and Administrative Specialist, Senior
Agency: Human Services Department
•   Job ID : 86413
•   Location : St. Peter
•   Telework Eligible : No
•   Full/Part Time : Full-Time
•   Regular/Temporary : Unlimited
•   Who May Apply : Open to all qualified job seekers
•   Date Posted : 05/22/2025
•   Closing Date : 05/29/2025
•   Hiring Agency/Seniority Unit : Human Services Dept / DHS Central Office AFSCME
•   Division/Unit : St Peter / CIS Jail Consultation
•   Work Shift : Day Shift
•   Work Hours : 08:00am - 4:00pm
•   Days of Work : Monday - Friday
•   Travel Required : No
•   Salary Range: $21.90 - $29.65 / hourly; $45,727 - $61,909 / annually
•   Classified Status : Classified
•   Bargaining Unit/Union : 206 - Clerical/AFSCME
•   Work Area : St Peter Regional Treat Ctr
•   FLSA Status : Nonexempt
•   Designated in Connect 700 Program for Applicants with Disabilities : Yes The Department of Human Services is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DHS does not participate in E-Verify.

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.

Job Summary

The Minnesota Department of Human Services (DHS) is seeking qualified and enthusiastic individuals to join our Forensic Services within the Direct Care and Treatment (DCT) division of agency.

Forensics Services in St. Peter is comprised of the Forensic Mental Health Program, the Forensic Nursing Home, and Community Integrated Services.Forensics Servicesprovides mental health evaluation and treatment services to individuals diagnosed with a mental illness who present a risk to public safety. This is a safe and secure treatment environment. Community Integrated Services provides oversight to individuals on Provisional Discharge throughout the State of Minnesota.

This position serves to provide administrative support to the Community Integrated Services program. The incumbent must be able to perform the essential functions of the job, with or without reasonable accommodation. This position interacts regularly with patients, patient support networks, CIS Program Staff, Jail Consultation staff, other facility programs and SOS/DHS programs, County Jail staff, and others in the community. Contacts must be handled professionally and ethically, adhering to appropriate and relevant data privacy parameters.

Responsibilities Include:

• Prepare documents requested, efficiently and qualitatively, e.g. correct spelling, grammar, punctuation and content as conveyed.

• As assigned, develop minutes for staff meetings that are concise, accurately reflect meeting discussion and are distributed in a timely manner.

• Serve as primary coordinator for Archibus requests and document submissions.

• Serve as primary appointment scheduler and coordinator for the CIS Program Director, Jail Consultation Team and as needed for others in CIS.

• Identify opportunities to supervisors for streamlining of programs processes whenever possible.

• Prepare and update employee position descriptions, as requested and in a timely manner.

• Assist program staff in coordinating trainings, site visits, jail consultations, etc. as requested

• To comply with all administrative policies and procedures to ensure compliance with all standards and rules

• To fulfill the requirements of this position and advance the Agency's mission, values, and goals, the employee must comply with all applicable laws and policies, and maintain a workplace that is ethical, respectful, and professional.

Qualifications

Minimum Qualifications

Two (2)years of experience providing administrative support to management. Experience must demonstrate the following:
•   Ability to multi-task, organize, and prioritize work independently to meet the demands of the workload with interruptions.
•   Strong written and oral communication skills sufficient to provide clear, concise, courteous, prompt, and effective service in person and via email, phone, or video conference.
•   English language, spelling, and grammar skills sufficient to compose, analyze, edit, and independently summarize data, reports, and process responses with minimal review.
•   Interpersonal skills sufficient to effectively, professionally, and courteously develop and maintain internal and external relationships and address needs from clients, staff, public, media, legislative personnel, advocacy groups, or other constituents.
•   Proficiency in the use of technology and business software including Microsoft Office Suite including Outlook, Word, SharePoint, Excel, Access, and PowerPoint.
•   Database skills sufficient to create,retrieve, and analyze information in databases and Excel spreadsheets.
•   Ability to maintain a high level of confidentiality in dealing with information and issues that aresensitive nature Preferred Qualifications
•   Previous experience working in a secured facility.
•   Knowledge of Minnesota rules, regulations, statutes, policies and procedures and the legal requirements of data privacy as they relate to staff and clients so that appropriate action, responses and solutions to problems can be developed.
•   Ability to make critical decisions concerning public/media contact whilefollowing department policies and standards.
•   Knowledge of Forensics divisions and organizationalstructure in order to facilitate appropriate actions as well as to plan and coordinate department-wide activities or conduct special projects.
•   Our employees are dedicated to ensuring cultural responsiveness. Preferred candidates will have a variety of experiences working effectively with others from different backgrounds and cultures. Additional Requirements

To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held.

REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and criminal background check prior to appointment.

REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and criminal background check prior to appointment.

Direct Care & Treatment (DCT) healthcare facilities require employees to provide documentation that they are free from tuberculosis (TB) through a blood test prior to employment. DCT does not accept TB skin testing.

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 Jennifer Carlstrom at or .

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 Susan Mwangi at .

About Human Services Dept

DHS operates a highly specialized behavioral health care system that serves people with mental illness, substance abuse disorders, and developmental and intellectual disabilities. This includes psychiatric hospitals and other inpatient mental health treatment facilities; inpatient substance abuse treatment facilities; dental clinics, group homes, vocational sites, and sex offender treatment facilities.

Working together to improve the state we love.

What do Minnesota's State employees have in common?
•   A sense of purpose in their work
•   Connection with their coworkers and communities
•   Opportunities for personal and professional growth Benefits

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

Your benefits may include:
•   Paid vacation and sick leave
•   12 paid holidays each year
•   Annual pay increases
•   Low-cost medical, dental, vision, and prescription drug plans
•   Fertility care, including IVF
•   Diabetes care
•   Dental and orthodontic care for adults and children
•   6 weeks paid leave for parents of newborn or newly adopted children
•   Pension plan that provides income when you retire (after working at least three years) . click apply for full job details