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Working Title: Office and Administrative Specialist, Senior

Job Class: Office and Administrative Specialist, Senior

Agency: Corrections Dept

• Who May Apply : Open to all qualified job seekers

• Date Posted : 04/24/2024

• Closing Date : 05/07/2024

• Hiring Agency : Department of Corrections

• Location: Community Services - Roseau

• Division/Unit : Community Services/Field Services

• Work Shift/Work Hours : Day Shift/8:00 AM - 4:30 PM

• Days of Work : Monday - Friday

• Days Off: Saturday and Sunday

• Travel Required : No

• Salary Range: $20.96 - $28.37 hourly/$43,764 - $59,236 annually

• Classified Status : Classified

• Bargaining Unit/Union : AFSCME 206

• FLSA Status : Non-exempt

• Telework Eligible : No

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

Make a difference in the lives of Minnesotans.

The work you’ll do is more than just a job. Join the talented, engaged and inclusive workforce dedicated to creating a better Minnesota.

The Minnesota Department of Corrections (DOC) has a current opening for an Office and Administrative Specialist Senior in the Field Services Office in Roseau or Thief River Falls. The specific Minnesota work location will be determined at the time of appointment based on department business needs and applicant availability.

This position provides advanced administrative support to the Field Services District Supervisor, Regional Manager, Corrections Program Director and Field Services Director in the areas of office management and quality assurance, information management and analysis, project monitoring, and special projects.

Responsibilities include but are not limited to:

• In conjunction with the District Supervisor, responsible for the office management of the district office. This includes monitoring the work of clerical staff; monitoring contracted functions for pre-sentence investigation writers and interpreter services; entering, tracking and monitoring supervision fees and payments; and responding to questions and data requests.

• Maintain the data management systems so that client information is readily available, accurate and goals are met.

• Provide administrative support services to the Field Services district such as creating and monitoring purchase requests for the district, running Sentencing to Service reports and sending to stakeholders on a quarterly basis, processing electronic change requests for the district, and maintaining quality control.

• Provide technical assistance to support staff, Corrections Agents, Sentencing to Service Crew Leaders and District Supervisor in data management systems, word processing and the Citrix server.

• Monitor and review processes, guidelines and procedures to ensure business needs are met. Train support staff in sub-district offices.

• Serve as district Terminal Agency Coordinator and function as contact person for issues relating to Bureau of Criminal Apprehension (BCA) terminal/Criminal Justice Data Communications Network.

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.

• English language skills sufficient to compose and edit correspondence and reports using correct spelling, punctuation, grammar and sentence construction and communicate effectively with a wide variety of individuals including supervisors, probation agents, attorneys, judges, court administrators, law enforcement and DOC employees.

• Skills in data entry sufficient to enter offender-related information into data management systems, such as Court Services Tracking System (CSTS), Chrono Database, Statewide Supervision System (S3), and Corrections Operational Management System (COMS).

• Skills in database management sufficient to maintain, update, and retrieve information from database systems, such as CSTS, Chrono Database, S3, COMS, Minnesota Court Information System (MNCIS) and the BCA terminal.

• Skills in word processing (preferably Microsoft Office) sufficient to draft letters, memos, and reports.

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

• Skills in providing lead work to others sufficient to direct and prioritize work assignments, train and monitor the work of support staff in the district office, provide technical assistance to staff on data management systems, and ensure adherence to quality standards.

• Ability to analyze and make recommendations to management for new or revised administrative program practices and procedures for smooth and efficient office operation.

Preferred Qualifications

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

• Two (2) years or more of post-secondary education.

• Experience working as a lead worker.

• Experience providing technical assistance to users with computers, printers, desktop applications, and database systems.

• Experience with statistical reporting.

• Experience using CSTS, Chrono Database, S3, COMS, MNCIS and/or the BCA terminal.

• Experience working in a correctional setting.

• Three (3) years or more experience working in an office/clerical setting.

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

• Knowledge of data and terminology related to adult offender supervision.

Physical Requirements

The selected finalist is required to review and sign a Physical Demands Analysis (PDA) for this position. For a copy of the PDA, please email Loren Foster at Loren.Foster@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.