Office Operations and Management Coordinator

2 days ago

Saint Paul, Minnesota, United States Minnesota IT Services Full time
Job Summary

This position performs advanced professional administrative, analytic, and process work to effectively carry out the day-to-day business operations, office management, and financial expenditures and invoices of the Administrative and Financial Services (AFS) division.

The ideal candidate will have a strong background in customer service, with the ability to provide accurate information and welcoming, prompt, courteous, and approachable services to a variety of customers over the phone, in person, and via email.

Strong communication skills are also essential, with the ability to professionally convey information clearly and concisely with tact and diplomacy to a variety of stakeholders, including staff, vendors, and executive/senior leadership.

The selected candidate will be responsible for documenting, updating, improving, or streamlining business processes using Microsoft Office Suite products or similar software.

They will also be responsible for using electronic document and records management systems to maintain electronic files or financial records for efficient organization, retrieval of information, and compliance with state and federal retention guidelines.

The ideal candidate will have the ability to prioritize and complete tasks, recognize and evaluate possible solutions, and manage multiple tasks and deadlines simultaneously while maintaining accuracy.

Additionally, they will be responsible for analyzing and making recommendations to management for new or revised administrative and program practices and procedures and continuous improvement initiatives for smooth and efficient business operations.

The selected candidate will be a team player, with the ability to work effectively with others from different backgrounds and cultures.

This position is telework eligible and is occasionally required to be on-site at the office.

The State of Minnesota is committed to equity and inclusion, and invests in employees by providing benefits, support resources, and training and development opportunities.

Job Requirements

  • One (1) year of experience providing project management, administrative support or services, operations management, and/or performing advanced organizational and administrative work to support the day-to-day business operations in the last ten years.
  • Strong customer service skills, with the ability to provide accurate information and welcoming, prompt, courteous, and approachable services to a variety of customers.
  • Strong communication skills, with the ability to professionally convey information clearly and concisely with tact and diplomacy to a variety of stakeholders.
  • Ability to prioritize and complete tasks, recognize and evaluate possible solutions, and manage multiple tasks and deadlines simultaneously while maintaining accuracy.
  • Ability to analyze and make recommendations to management for new or revised administrative and program practices and procedures and continuous improvement initiatives for smooth and efficient business operations.
  • Ability to work effectively with others from different backgrounds and cultures.

Preferred Qualifications

  • Bachelor's degree in business management, financial management, project management, or a related field as determined by the agency.
  • Experience in using Minnesota's Statewide Integrated Financial Tools (SWIFT), creating purchase requests using a procurement workflow approval system such as Electronic Inter-Office Request (EIOR), processing vendor invoices using a workflow and approval system, and the Statewide Employment Management System (SEMA4).
  • Audio-visual equipment experience sufficient to provide troubleshooting support and training for both in-person and virtual events.
  • Knowledge of the State budget and State/Federal funding and administering DEED's employee benefit programs for parking and Metropass.

Additional Requirements

  • A job offer will be contingent upon successfully passing a background check.
  • The background check may consist of the following components: Criminal Background Check, Employment Record Review (current and former State employees only), Employment Reference Check, Conflict of Interview Review, and Driver's Record Check.

Application Details

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