Our Ability Jobs

Working Title: Document Management Specialist

Job Class: Office and Administrative Specialist, Senior

Agency: Administration Dept

• Job ID : 79805

• Location : St. Paul

• Telework Eligible : Yes

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 09/07/2024

• Closing Date : 09/16/2024

• Hiring Agency/Seniority Unit : Administration Dept / Administration-AFSCME

• Division/Unit : OSP Coordinator

• Work Shift/Work Hours : Day Shift

• Days of Work : Monday - Friday

• Travel Required : No

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

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : OSP - Coordinator Unit - Process Support

• FLSA Status : Non-exempt

• 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.

The Office of State Procurement (OSP) (https://mn.gov/admin/osp/) oversees $2.1 billion in goods and services purchases annually. The division offers volume discounts to state agencies and local units of government through 1,600 enterprise contracts and the two (2) largest multi-state cooperative purchasing programs in the nation. The team also oversees vendor relations for the state and administers business development programs that help economically disadvantaged and legislatively targeted companies do business with the State. This position works in the Process Support unit.

As a Document Management Specialist, you will provide word processing, data processing, and clerical support services to division employees, managers, and the director; and manage the contract release system on the website. Job duties include, but are not limited to:

• Providing specialized support to division staff responsible for soliciting and awarding contracts.

• Ensuring proper advertising of all solicitations.

• Preparing detailed analysis of vendor responses using spreadsheets or databases; analyzing contract documents for completeness.

• Analyzing contract documents, which may include payment and performance bonds and certificates of insurance.

• Ensuring all contract documents are appropriately signed by an authorized signatory for the vendor.

• Maintaining database of contracts, users, and cross-reference index, and contract release information to the website.

• Performing various support tasks, such as typing, filing, photocopying, and other tasks requested by the supervisor.

To promote a culture of flexibility, we offer staff a hybrid work environment that varies by team, position, and business needs. With a telework arrangement, onsite attendance may be required for team meetings or as requested by management to meet business needs. Completion of a telework agreement will be required.

Minimum Qualifications

• Knowledge of communication sufficient to: (i) write, prepare, and edit materials using correct spelling, punctuation, grammar, and sentence construction; (ii) communicate effectively with internal and external customers; and (iii) explain reasons for transactions and procedures, rules, and regulations so others understand the information they are being given.

• Knowledge of computer software applications to create spreadsheets from a variety of sources and skill in compiling lists, spreadsheets, and graphs to track projects and activities.

• Knowledge of word processing sufficient to use software to create, format, edit, print, and save a variety of documents.

• Knowledge of data entry procedures and systems, such as Microsoft Office or similar data entry systems, including filing and storage of documents.

• Skill in data entry sufficient to: (i) read source documents and enter data in specific data fields; (ii) locate and correct data entry errors; and (iii) receive and review source documents, compare documents to database information, and edit, code, and correct documents.

• Skill in customer service to: (i) provide prompt, courteous, and accurate information to customers in person, on the phone, and through e-mail and other written correspondences; and (ii) perform the duties described with courtesy, respect, and interest in positive problem-solving.

• Ability to: (i) learn how to establish, maintain, and use electronic databases; and (ii) compile, research, and analyze information from databases.

Preferred Qualifications

• Good interpersonal and communications skills in dealing with all staff and customers, occasionally in demanding situations with critical time constraints.

• Excellent working knowledge of Microsoft Word, Access, Excel, and Outlook to assist in creating documents and assist in troubleshooting.

• Working knowledge of web browsers and web-based applications to implement complex processes for posting division contracts and related documents for access by the general public and/or vendors.

• Knowledge of accessibility standards to ensure documents published on the website are accessible.

• Working knowledge of State contract processes to ensure a smooth flow of work between Acquisition Management Specialists and Process Support staff.

• Excellent organizational, prioritization, and time management skills.

• Ability to learn quickly how the State does business, the law, rules, and policies and procedures that permit State agencies to get work done.

• Ability to gain detailed, expert knowledge of the statewide systems that must be used to accomplish the division's business.

Additional Requirements

Successful applicants must pass a criminal background check through American Databank and employment reference checks prior to employment.

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.