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OFFICE & ADMIN SPEC

$ 13.54-$ 17.74 hourly

Date Posted:   09/13/2013
Closing Date:   09/16/2013
Hiring Agency:   Health Department
Division/Bureau:   FFM/District Services
Location:   Duluth
Who May Apply:   Open only to current employees in this agency
Posting Number:   13HEAL000437
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 Finance & Facilities Management Office, Duluth District Office.

The position exists to provide administrative support work performing a variety of office services for staff. Job responsibilities include:
*Provide general reception and telephone support services for visitors and staff.

*Process and distribute incoming and outgoing mail, packages, faxes, and electronic communications.

*Provide document production, editing, duplication, data entry, filing, disposal, and other related services.

*Provide general facility support services as needed such as assisting with conferences, teleconferences, and events and ensuring functionality of office equipment.

*Provide specialized program support services in support of clinics, workshops, outbreak investigations, other diagnostic and training activities, medical records, and other specific health program requirements.

*Provide assistance and backup for the District Office Lead Worker as necessary in order to ensure that essential daily security, emergency, physical facility, and office management functions are maintained.
Minimum Qualifications:   Math skills.

Typing/keyboarding skills.

Data entry skills.

English skills (speaking, writing and reading) sufficient to respond to customers and compose/edit a variety of documents.

Word processing skills sufficient to perform administrative tasks and ensure documents and records are complete and accurate.

Spreadsheets skills.

Database management skills sufficient to maintain existing databases.

Customer service skills sufficient to provide general reception and telephone support services.

Requires occasionally lifting such articles as file boxes with help from others and/or lifting and carrying light objects frequently. Even though the weights being lifted may only be a negligible amount, a job is in this category may require walking or standing to a significant degree or may involve sitting most of the time.

Preferred Qualifications:   Interpersonal skills.

Organization skills.

Knowledge of office procedures and office technology systems including phones, voice-mail, and network computer operations.

Experience with various computer software programs, preferably MS Office (Word, Excel, PowerPoint), Outlook (Email and Calendar), Aspen, and/or Paradise.

Knowledge of purchasing, payment and materials acquisition and disposal policies and procedures.

Knowledge of relevant state and department policies and procedures.

Ability to efficiently and effectively prioritize and meet deadlines.

Ability to manage multiple priorities, take initiative, have a flexible attitude, and use good judgment with making decisions.

Ability to work as a team member.
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 (OR PLAN) 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 applicants. 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 (#13HEAL000437) 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 (#13HEAL000437) 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:   Eileen Brooks, (651) 201-4968/eileen.brooks@state.mn.us.