Office Specialist

2 weeks ago

Duluth, United States St. Louis County Full time
Salary: $18.77 - $23.26 Hourly

Location : Grand Marais, MN

Job Type: Permanent, Full-Time

Job Number: ARC24-044

Department: Court and Field

Opening Date: 10/08/2024

Closing Date: Continuous

Kind of Work

Clerical work requiring a thorough understanding of the operating policies and procedures applied in preparing and maintaining records and processing client caseloads in a functional unit of Arrowhead Regional Corrections (ARC).

The salary range reflected above is the normal hiring range for 2024. The full salary range, including longevity pay, is $18.77 - $28.29 per hour.

Please note: Applications will continue to be accepted until this position is filled.
Distinguishing Features of Work

An employee in this class is responsible for performing a wide variety of routine administrative tasks following policies and procedures in processing case records and assisting clients and the public. Duties include assembling data and preparing forms, records, and reports; drafting original correspondence explaining semi-specialized procedural requirements to clients and the public. The work is performed under the direction of assigned supervisory staff.
Work Environment

These work environment factors are general in nature and may vary depending on the specific position being filled. CONSTANT: Near and midrange vision; hear within 5 ft and up to 20 ft; right and left wrist turns; and work inside. FREQUENT: Lift and carry up to 10 pounds; far vision; depth perception; field of vision; visual accommodation; color vision; balance; bend neck; feel; use fingers; grasp; handle; maintain posture; move about; reach; reach above shoulder; rotate neck; sit; squat; static neck position; stoop/bend; walk; talk/speak; twist at waist; work alone, with and around others; clients with behavioral challenges; and customer/public contact. OCCASIONAL: Climb stairs; crouch; kneel; blood borne pathogens; and driving.
Selection Process

MINIMUM QUALIFICATIONS (Pass/Fail):
  • High school diploma or its equivalent.
  • Ability to type from clear copy at a rate of 40 w.p.m. net.
  • Demonstrated ability to operate personal computer based systems.
  • Proficiency in operating word processing software.
RATING SYSTEM:
Supplemental Questionnaire will be 100% of the scoring process:Points will be awarded based on the applicants answers to supplemental questions 9-13.

Experience beyond ten years may be included on the application for purposes of meeting minimum qualifications or informing the hiring authority of your complete employment history.

Please Note: When answering the supplemental questions on the website, the webpage may time out after 30 minutes. It's recommended you draft your answers in a Word document and copy/paste the answers into the application when you're finished writing. Failure to answer all of the questions on the "Supplemental Questions" page within 30 minutes may result in the deletion of your answers by the application system.

ESSENTIAL FUNCTIONS:
The essential functions for this position are listed under the "ILLUSTRATIVE EXAMPLES OF WORK" on the specification, available in the Human Resources Department or online at

VETERANS PREFERENCE:
If you are eligible to apply for Veterans Preference, please attach to your application a copy of document(s) listed for the option that applies to you:
  • Veteran: DD214 noting character of service
  • Disabled Veteran: DD214 & compensable disability award letter issued within the last 6 months.
  • Spouse of Disabled Veteran: DD214 & compensable disability award letter issued within the last 6 months & marriage certificate. (Eligible only if Veteran is unable to qualify because of the disability.)
  • Spouse of Deceased Veteran: DD214, Marriage Certificate and Death Certificate.
Please refer to Minnesota Statute 197.455 for additional requirements. Click

PHYSICAL-MEDICAL STANDARDS:
Qualified applicants must be able to perform the essential functions of the position with or without reasonable accommodation. Applicants selected must meet the physical requirements for the position.

BACKGROUND CHECK:
Applicants selected for appointment to a position with Arrowhead Regional Corrections are subject to a background investigation.

EMPLOYMENT ELIGIBILITY VERIFICATION:All new employees must submit documentation verifying identity and employment eligibility within three days of their first day of employment.

PROBATIONARY PERIOD:
Appointees to the position must successfully complete a twelve-month probationary period prior to being certified for permanent employment.

NON-DISCRIMINATION:
Arrowhead Regional Corrections is an equal opportunity and veteran-friendly employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex, gender identity, marital status, familial status, age, sexual orientation, status with regard to public assistance, disability, genetic information, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Eligible Arrowhead Regional Corrections employees earn a competitive salary and benefits package, including:

  • Vacation, Sick and Personal Leave
  • Paid Holidays
  • Medical Plan
  • Dental Plan
  • Disability Insurance
  • Life Insurance
  • Flexible Spending Accounts
  • Retirement Benefits
  • Deferred Compensation
  • Training and Advancement Opportunities
  • Employee Wellness Program
  • Employee Assistance Program
  • Vision

Benefits are prorated for part-time employees and administered in accordance with the applicable collective bargaining agreement or management compensation plan.

01

Please type or clearly print your name.

02

The information you provide related to your education, training, and experience is subject to verification.I understand that giving false information, failing to accurately represent myself, or not providing required documentation as listed on the job announcement will result in disqualification.
  • Yes


03

Do you have a high school diploma or equivalent?
  • Yes
  • No


04

Typing is an essential function as an Office Specialist with ARC. Please indicate the number of words per minute you can type below:
  • 0-39 words per minute
  • 40-69 words per minute
  • 70+ words per minute


05

Which of the following describes your current level of proficiency in Microsoft Word.
  • No experience in Microsoft Word.
  • Basic: creating a word document, changing font, copying and pasting, spell check, saving and printing documents.
  • Intermediate: formatting a document, use of bullet points, indenting paragraph, inserting page numbers, changing page orientation, inserting a date and applying heading.
  • Advanced: formatting documents, familiar with use of auto correct, inserting symbols, adjusting character spacing, use of superscript, inserting & formatting a table, adjusting margins, and inserting page breaks.


06

Which of the following best describes your current level of proficiency in Microsoft Excel.
  • No experience in Microsoft Excel.
  • Basic: Create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks.
  • Intermediate: Use advanced formulas; organize tables and worksheets; create and modify charts; analyst data using Pivot tables and Pivot charts; insert and modify graphic object in a work sheet.
  • Advanced: Create and edit macros; conditional formatting; apply data validation criteria, able to protect; share and merge files; trace cells and troubleshoot formula errors; consolidate data and link workbooks, export and import text files.


07

In this role you will work with a diverse group of criminal offenders. Please describe any experience you have where you interacted with offenders. Do you have any reservations about working in an environment with offenders?
  • Yes
  • No


08

SME Explanation: Questions 9-13 will be reviewed by a Subject Matter Expert (SME). The questions will be scored and used to help determine 100% of your score. For each question please list the organization(s) and/or employers where you gained the experience. All information listed must also be supported in the work experience section of your application. "See Resume" is not a valid response.I have read and understand the instructions given above and acknowledge that I understand my score is derived 100% from my answers to supplemental questions 9-13.
  • Yes
  • No


09

Describe a situation in which you provided excellent customer service. Include in your answer the situation, the actions you took, and the final outcome.

10

Please explain your experience and understanding of working with public information and private information.

11

Describe your paid work experience preparing and maintaining records and written reports. Include in your answer the types of records and reports. Also include organization(s) and position title(s) as listed on your application.

12

Please describe your experience with individuals from diverse backgrounds and how your experience has prepared you to provide effective services to our diverse community.

13

Multi-tasking is a major component of this position with many time sensitive assignments. Describe how you prioritize your work to ensure the timely completion of a job assignment.

14

I certify that my responses to the questions above are true and accurate to the best of my knowledge.
  • Yes
  • No


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