Working Title: Office & Admin Specialist Int

Job Class: Office and Administrative Specialist, Intermediate

Agency: Corrections Dept

• Job ID : 76621

• Location : Thief River Falls

• Telework Eligible : No

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 05/11/2024

• Closing Date : 05/24/2024

• Hiring Agency : Department of Corrections

• Division/Unit : Community Services/Field Services

• Work Shift/Work Hours : Day Shift/8:00 am - 4:30 pm

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $19.57 - $25.95 / hourly; $40,862 - $54,183 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• FLSA Status : Nonexempt

• Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : 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.

The Minnesota Department of Corrections (DOC) has an opening for an Office & Administrative Specialist Intermediate in Thief River Falls. This position provides administrative assistance, clerical services and office management for District Supervisors, Regional Managers, Central Office Field Services Staff, Sentence to Service (STS) Crew Leaders and Corrections Agents.

Responsibilities include but are not limited to:

• Provide word processing, typographical and transcription services, and technical assistance to the District Supervisor, Corrections Agents, and Sentencing to Service staff so that effective communications between agencies and departments can be maintained, data systems are maintained, and correspondence is prepared accurately and submitted in proper formats and on proper forms within adequate time periods.

• Assist with management of the office so that office needs are addressed and the office functions efficiently and effectively.

• Provide receptionist services to ensure that the appropriate action is taken by staff within the proper time frame.

• Maintain Court Services Tracking System (CSTS) and office files, in addition to other data bases used by Field Services, to ensure integrity and generation of accurate client information.

• Perform other office functions as necessary or assigned to assure efficient operation of the office.

Minimum Qualifications

To be qualified for and considered for this position, applicants must meet all of the minimum qualifications listed below. Ensure that your resume contains descriptions of your work experiences sufficient for comparison against the requirements stated below and indicate the beginning and ending month and year for each job held.

Skills in data entry sufficient to enter client information into database systems, such as CSTS, Chrono Database, Statewide Supervision System (S3), Correctional Operations Management System (COMS) and Bureau of Criminal Apprehension (BCA).

Skills in database management sufficient to maintain, update, and retrieve information from database systems, such as CSTS, Chrono Database, S3, COMS, and BCA.

Skills in business English sufficient to compose and edit correspondence and reports using proper grammar, punctuation and spelling.

English speaking skills sufficient to communicate effectively with a wide variety of individuals, including supervisors, probation agents, court administrators, law enforcement and DOC employees.

Skills in customer service sufficient to provide prompt, courteous, and accurate information to customers over the phone and in person.

Skills in word processing sufficient to draft letters, memos, and reports

Preferred Qualifications

The following qualifications are strongly desired of applicants seeking consideration for this position:

• Two or more years post-secondary education.

• Experience entering data into database systems such as CSTS, Chrono Database, S3, COMS and/or BCA.

• Experience working in a criminal justice setting.

• Experience working in an office/clerical setting.

• Experience related to court administration, which includes the review of criminal court documents.

Physical Requirements

The selected finalist may be required to review and sign a Physical Demands Analysis (PDA) for this position. For a copy of the PDA, please email Becca Moga at becca.moga@state.mn.us

Additional Requirements

The selection process may include screening the top candidate(s) on their criminal history, predatory offender registration, offender associations and/or other applicable background information in accordance with Department of Corrections’ policy. Top candidate(s) must pass a criminal history check which includes successful completion of all sentencing and/or restitution requirements of law enforcement jurisdictions, including probation.

Employment history/reference checks, including incidents of sexual harassment, will also be conducted on the top candidate(s) in accordance with Department of Corrections’ policy. This may include a review of job performance and discipline records.

New employees will be fingerprinted within the first 30 days of employment.

AN EQUAL OPPORTUNITY EMPLOYER

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 careers@state.mn.us . Please indicate what assistance is needed.