Our Ability Jobs

Working Title: Office Operation and Management Coordinator

Job Class: Management Analyst 2

Agency: Department of Employment and Economic Development

• Job ID : 80270

• Location : St. Paul

• Telework Eligible : Yes, may be eligible to telework up to four (4) days per week.

• Full/Part Time : Full-Time

• Regular/Temporary : Limited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 09/17/2024

• Closing Date : 09/30/2024

• Hiring Agency/Seniority Unit : Employment & Economic Development Department / MAPE

• Division/Unit : CO Fiscal Management X

• Work Shift/Work Hours : Day Shift, 8:00 AM - 4:30 PM.

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $25.29 - $36.71 / hourly; $52,805 - $76,650 / annually

• Classified Status : Unclassified

• Bargaining Unit/Union : 214 - MN Assoc of Professional Empl/MAPE

• End Date : Up to one (1) year.

• 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.

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; performs executive level support needed by the CFO; coordinates and administers project work and special assignments; supports and tracks policy and procedures development; administers DEED’s transit-related employee benefit programs; and administers DEED’s on-line Purchasing Violation process, workflow and reporting.

In addition to defined work responsibilities, this position will be actively engaged in exploring ways to improve work processes, streamline workflows, drive efficiencies, and improve overall communications within the division. Customer service, accuracy, and efficiency will be critical performance metrics within this role.

This position is telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) eligible and is occasionally required to be on-site at the office. Staff are provided with the tools and equipment to be successful in a virtual work environment and may telework from anywhere in Minnesota or a neighboring state. Please note, the telework policy could change with notice based on business needs.

This posting may be used to fill multiple positions.

Minimum Qualifications

Please ensure that your resume clearly describes your experience in the areas listed and indicates 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.

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.

Applicants that meet the above minimum qualification will be further evaluated on the following:

Skill in:

• Customer service to provide accurate information and welcoming, prompt, courteous and approachable services to a variety of customers over the phone, in person, and via email utilizing correct spelling and grammar.

• Strong communication to professionally convey information clearly and concisely with tact and diplomacy to a variety of stakeholders including staff, vendors, and executive / senior leadership.

Experience in:

• Documenting, updating, improving, or streamlining business processes using Microsoft Office Suite products (Outlook, Word, Excel, Teams, PowerPoint, SharePoint, Visio, etc.) or similar software.

• 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.

Ability to:

• Prioritize and complete tasks, recognize and evaluate possible solutions, and manage multiple tasks and deadlines simultaneously while maintaining accuracy.

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.

• 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.

• Knowledge of SharePoint web design and creating accessible web pages and documents.

• 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.

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

• Driver’s Record Check

The Minnesota Department of Employment and Economic Development will not sponsor applicants for work visas. All applicants must be legally authorized to work in the U.S.

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.