Office & Administrative Specialist Intermediate

Office & Administrative Specialist Intermediate Job Class: Office and Administrative Specialist, Intermediate Agency: Transportation Department Location: Rochester Telework Eligible: No Full/Part Time: Full-Time Regular/Temporary: Unlimited Who May Apply: Open to all qualified job seekers Division/Unit: District 6A - Rochester / Administrative Support Work Shift/Work Hours: 8:00 am - 4:30 pm Days of Work: Monday - Friday Travel Required: No Salary Range: $20.76 - $27.53 / hourly; $43,346 - $57,482 / annually Classified Status: Classified Bargaining Unit/Union: 206 - Clerical/AFSCME FLSA Status: Nonexempt Designated in Connect 700 Program for Applicants with Disabilities: 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 purpose of this position is to represent the Minnesota Department of Transportation in providing customer service information to callers and visitors and provide professional administrative support services. Serves as the first contact at MnDOT District 6 office, screening calls, greeting and assisting visitors. This position is part of the administrative support team and provides professional administrative support services within District 6 and related work as assigned/requested/required. This position independently administers the Adopt a Highway Program for District 6 under the guidance of the State AAH Administrator to ensure the program is administered in accordance with State guidelines. Job Duties Examples of work for this specific vacancy include but are not limited to: Provide receptionist and customer service responsibilities; ensure all inquiries and concerns are channeled to the appropriate individuals in a timely manner. Answer incoming phone calls promptly and courteously, directing caller appropriately. Provide administrative support services as directed so administrative needs are met in a timely manner and in accordance with established policies and procedures. Serve as the program administrator for District 6 Adopt a Highway program coordinating all aspects of the program. Prepare, process outgoing mail for pick-up and distribute incoming mail to support the business needs of District 6. Perform administrative support duties for various functional areas and perform other tasks as assigned to support the administrative business needs of District 6 for multiple internal customers ensuring that deadlines are met, and projects are completed as requested. Some examples of types of tasks/duties for administrative support functions are (but are not limited to) the following: preparing agendas, taking meeting minutes, creating and working with documents, presentations, spreadsheets, filing, making copies, performing data entry, phone related tasks, scheduling, organizing, updating information, creating labels, prepare material for mass mailing, faxing, distributing information. Perform all work activities in a safe manner. Minimum Qualifications Communication skills sufficient to: Write, prepare, and edit materials, using correct spelling, punctuation, grammar, and sentence construction. Maintain records, files and other documents; and effectively relay information. With internal and external customers fluently communicate, read, understand, and respond to a variety of communications such as customers' questions, product catalogs, requisitions, purchase orders, detailed instructions and procedures, inventory records, and distribution lists. Customer service skills sufficient to: Interpret and explain program information to customers, clients, and coworkers, such as policy, procedures, eligibility requirements, application details, and payment methods for programs such as Adopt a Highway. Convey complicated information in an understandable manner as a resource for outside agencies, for clients, coworkers, and customers. Respectfully engage with clients, coworkers, and customers, when handling difficult or complex problems and resolving escalated complaints or disputes in person, on the phone, and through email and other written or electronic correspondence. Software skills sufficient to communicate through email, schedule appointments, create, format, edit, print and save a variety of documents such as spreadsheets and presentations. Data entry skills sufficient to receive and review source documents, compare documents to database information, and edit documents, compiling lists, spreadsheets, and graphs to track projects and activities. Math (arithmetic) sufficient to add, subtract, multiply and divide. Ability to move and/or transport items weighing up to 25 pounds on a regular basis. Preferred Qualifications Knowledge of MnDOT organization to forward public inquiries to appropriate staff. Experience with computer software including MS Word, Excel, PowerPoint, Access & Outlook. Experience with web-based programs and applications. Experience supporting a large or multi-function administrative office. Additional Requirements REFERENCE/BACKGROUND CHECKS: Successful candidate must pass past-employer reference checks and criminal history check. It is our policy that all candidates submit to a background investigation prior to employment. The background check may consist of the following components: SEMA4 Records Check, Criminal History Check, Employment Reference Check, Education/License Verification. 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.