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Administrative Support Specialist

2 months ago

Rochester, Minnesota, United States Minnesota Department of Transportation Full time

Administrative Support Specialist

Salary: Up to $56,626 annually

Location: Rochester, MN

The primary objective of this role is to act as a representative of the Minnesota Department of Transportation, delivering exceptional customer service to callers and visitors while providing comprehensive administrative support. This position serves as the initial point of contact at the MnDOT District 6 office, managing incoming calls, welcoming, and assisting visitors. As a vital member of the administrative support team, this role encompasses a range of professional administrative functions within District 6 and related tasks as assigned.

This position independently oversees the Adopt a Highway Program for District 6, ensuring compliance with State guidelines under the supervision of the State AAH Administrator. Additionally, this role functions as the web coordinator for District 6.

Key Responsibilities:

  • Deliver receptionist and customer service duties; ensure all inquiries and concerns are directed to the appropriate personnel promptly. Manage incoming phone calls with professionalism and courtesy, directing callers as necessary. Provide administrative support as required to meet the operational needs of District 6 in accordance with established policies and procedures.
  • Act as the program administrator for the District 6 Adopt a Highway program, coordinating all program-related activities.
  • Prepare and manage outgoing mail for collection and distribute incoming mail to support the operational requirements of District 6.
  • Execute various administrative support tasks across multiple functional areas, ensuring timely completion of projects and adherence to deadlines. Examples of administrative support functions include preparing agendas, taking meeting minutes, creating and managing documents, presentations, spreadsheets, filing, copying, data entry, scheduling, organizing, updating information, creating labels, preparing materials for mass mailing, and distributing information.

Minimum Qualifications:

  • Proficient in English, capable of writing, preparing, and editing materials with correct spelling, punctuation, grammar, and sentence structure; able to maintain records, files, and other documents effectively.
  • Strong customer service skills to provide prompt, courteous, and accurate information to customers and staff in person, over the phone, and through written correspondence.
  • Data entry skills sufficient to input information into various databases and visually review data.
  • Proficient in software applications to communicate via email, schedule appointments, and create, format, edit, print, and save various documents such as spreadsheets and presentations.
  • Basic arithmetic skills to perform addition, subtraction, multiplication, and division.