Our Ability Jobs

Working Title: Administrative Assistant

Job Class: Office and Administrative Specialist, Senior

Agency: Housing Finance Agency

• Job ID : 80567

• Location : St. Paul

• Telework Eligible : Yes/Hybrid. Regular working days in the office and other work locations are required. Teleworking employees are required to live in Minnesota or in a state bordering Minnesota.

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 09/30/2024

• Closing Date : 10/14/2024

• Hiring Agency/Seniority Unit : Housing Finance Agency / Housing Finance-AFSCME

• Division/Unit : Human Resources Processing / SF-BSPS & Process/Admin

• Work Shift/Work Hours : Day Shift

• Days of Work : Monday - Friday

• Travel Required : Yes

• Salary Range: $21.90 - $29.65 / hourly; $45,727 - $61,909 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : St. Paul, MN

• FLSA Status : Nonexempt

• Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : 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.

Minnesota Housing is hiring! We’re a mission-focused financial institution looking for administrative support to provide efficient, customer-focused support to our Single Family team for a variety of administrative support needs, which allows our program and operations team members to focus on key priorities, projects and other responsibilities to ensure we meet Agency goals and timelines. The person in this role will experience variety in their day to day activities, can continue to learn and grow as well as build great work relationships. This role is key in the Single Family team to enhance productivity and ensure operational excellence.

Due to the nature of the work being performed, the person in this role will be required to be in the office a minimum of 3 days per week, with some flexibility of schedule based on required work and due dates.

Essential Job Duties

This role provides support for the Single Family division, providing administrative support for the successful operation of programs and processes.

Responsibilities include:

• General office support including mail distribution, outgoing mail handling, print and mail letters, data entry, records tracking, coordination of request and return of offsite files, and document support, including DocuSign.

• Manage the Single Family leased vehicle including taking the vehicle in for routine maintenance, managing the check-out/in process for drivers and oversight of the vehicle appearance.

• In state travel planning/coordination, which includes travel and lodging accommodations.

• Support for a variety of events, including external events that require prepping materials to take to the events, inventory management of the event supplies, and stocking and ordering supplies. This includes maintenance of the Single Family storage space where supplies are located.

• Coordination and support of both internal and external meetings and events hosted by the division.

• Other activities including assisting with system testing and providing back-up support for the Single-Family Executive Administrative team member.

• Perform other duties as assigned.

Minimum Qualifications

To be qualified for and considered for this position, applicants must meet all of the minimum qualifications listed below. Ensure that your resume contains descriptions of your work experiences sufficient for comparison against the requirements stated below and indicate the beginning and ending month and year for each job held.

Only applicants whose resumes clearly demonstrate fulfillment of each of these minimum qualifications will be considered for this position.

• Skill in word processing sufficient to prepare, edit, and finalize emails, memos, reports, and/or other documents and types of written communication that are grammatically correct, in proper format, and free of spelling errors.

• Skill in using spreadsheet applications, such as Microsoft Excel or Google Sheets to enter, compile, store, and retrieve data.

• Skill in word processing sufficient to use software, such as Microsoft PowerPoint, to create, format, and edit presentations.

• Ability to accurately input, verify and edit electronic data.

• Knowledge of customer service practices and principles sufficient to identify each customer’s needs, meet quality standards for services, that result in customer satisfaction.

• Ability to manage and address customer’s, clients, and co-workers’ concerns tactfully and thoroughly.

• Ability to maintain an active, valid, and applicable Class D (basic) driver’s license.

Preferred Qualifications

• Our employees are dedicated to ensuring cultural responsiveness. Preferred candidates will have a variety of experiences working effectively with others from different backgrounds and cultures.

• Associates degree in a relevant field.

• Two (2) years of working experience in an office administrative support position

• Expertise in developing, implementing, and improving procedures.

• Excellent time management/organizational skills with a demonstrated ability to multitask, shift priorities, and remain organized when there are multiple assignments with competing priorities.

Physical Requirements

Requires moving and transporting office supplies, event materials/supplies and small equipment, up to 25 lbs.

Additional Requirements

This position requires successful completion of the following:

• Reference Checks.

• Job related background checks.

• Conflict of Interest Disclosure.

• Driver’s License Check.

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.