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OFFICE & ADMIN SPEC SR

$ 15.99-$ 21.63 hourly, $ 33,387-$ 45,163 annually

Date Posted:   01/07/2014
Closing Date:   01/08/2014
Working Title:   CHP Administrative Specialist
Hiring Agency:   Health Department
Division/Bureau:   HPCD/CHP
Location:   Golden Rule Building, St. Paul
Who May Apply:   Open to all qualified job seekers
Posting Number:   13HEAL000533
Employment Conditions:   Permanent, Full-time
Work Shift:   Day Shift
Days of Work:   Monday-Friday , 08:00 AM-04:30 PM
Travel Required:   no
Job Grouping:   Adm. Support & Hospitality
Classified Status:   Classified
 
Job Description:   This position is located in the Health Promotion and Chronic Disease Division.

Provide general administrative and office support to the Diabetes and Heart Disease & Stroke Prevention Units and, as needed, Center for Health Promotion staff, so that all clerical and administrative needs of the staff are met, all aspects of projects are carried out effectively, and efficient workflow is maintained.

Assist staff in scheduling and coordinating all activities and meetings for the units and other work groups related to objectives in the Diabetes and Heart Disease & Stroke State Plans and related planning documents.

Provide on-going technical development, assistance and troubleshooting in computer software, computer hardware, web design and all phases of computer graphics, special printing projects to the Diabetes and Heart Disease & Stroke Prevention Units.

Assist staff in the preparation, assembly, and submission of grant and other funding proposals, continuation grant proposals, reports, and other publications in accordance with funding agency requirements.

Assist Unit Supervisors in developing, managing, evaluating and prioritizing budget operations.

Provide other administrative and office support as assigned by the Supervisor, Lead Workers or CHP Office Manager.
Minimum Qualifications:   Desktop publishing skills sufficient to create forms, templates, informational materials, newsletters, PowerPoint presentations, fact sheets and other materials.

Spreadsheet skills sufficient to create and modify spreadsheets and provide management with accurate and meaningful information.

English skills (speaking, writing and reading) sufficient to respond to customers and compose and edit a variety of documents using proper business English, spelling and grammar.

Data entry and word processing skills sufficient to create and modify documents and correspondence and carry out advanced administrative tasks.

Customer service skills (on the phone, in person, online and in writing) sufficient to provide courteous, effective, and timely service to internal and external customers.


Preferred Qualifications:   Knowledge and skills sufficient to operate and maintain general office equipment including, but not limited to, a personal computer, laptop, projector, teleconference phone, scanner, fax machine and various copying machines.

Problem solving skills sufficient to solve work flow, scheduling and other coordination problems.

Advanced level computer software skills in Microsoft Products (Word, Excel, PowerPoint, Outlook), InDesign, Acrobat, or other similar software sufficient to create, design, edit, proofread and modify a variety of charts, graphs, documents, presentations, correspondence and other materials.

Ability to take initiative to self-start and to work without close supervision.

Ability to handle pressure, juggle multiple priorities and meet deadlines.

Extensive knowledge of the MDH's organization structure, policies and procedures.

Working knowledge and experience with health promotion and disease prevention programs or similar programs sufficient to support the Diabetes and Heart Disease & Stroke Prevention Unit's work.
Selection Process:   The selection process is a resume-based, skill-matching process. All applicants who apply to this posting will be evaluated against the Minimum Qualifications stated above. If your skills match the required skills for this position, the department may contact you.

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 be granted an interview. To qualify as a RSV, you must meet all of the following criteria: 1) have separated under honorable conditions from any branch of the armed forces of the United States; 2) have served on active duty for 181 consecutive days or more or for the full period ordered to active duty or have separated by reason of disability incurred while serving on active duty; 3) be a United States citizen or resident alien; and 4) have served in active military service at any time on or after September 11, 2001, as shown on your DD-214 form. To be considered under this legislation, you must: 1) meet all of the Minimum Qualifications identified in this posting; 2) meet all of the above RSV criteria; and 3) submit a copy of your DD-214 form by the closing date to health.jobs@state.mn.us or fax to 651-201-5779. Failure to submit your DD-214 form will affect your consideration for an interview under the terms of this legislation. Note that all vacancies will be filled in accordance with applicable union contract provisions.

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 the following criteria: 1) meet service requirements and has verified service-connected disability rating of at least 30%; 2) provide qualifying documentation verifying the disability; and, 3) meet all of the Minimum Qualifications identified in this posting. To be considered under this legislation you must submit all documentation by the closing date to health.jobs@state.mn.us or fax to 651-201-5779.

How to Apply:   This vacancy is open to all qualified job seekers. If you are interested in being considered for this position, please do one of the following by the closing date:

1) Submit your resume through the on-line Resume Builder at http://www.careers.state.mn.us/. You may copy and paste your existing resume or let the software create a resume for you. After you've completed your on-line resume, apply directly to this job posting (#13HEAL000533) by checking the "Apply for This Job" box and then clicking the "Apply to Selected Jobs" box at the bottom of the posting.

2) If you are unable to apply on-line via Resume Builder, submit your resume and a completed State of Minnesota Employment Application form to: Minnesota Management & Budget (MMB), 200 Centennial Office Building, 658 Cedar Street, St. Paul, MN 55155. Please include this job posting number (#13HEAL000533) on your application. The paper application is available on the MMB website at http://www.careers.state.mn.us/ or by calling 651-259-3637.

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, please direct questions to your current or anticipated Human Resources office.
Contact for More Information:   Claudia Fercello, 651-201-4060/claudia.fercello@state.mn.us.