Easter Seals Jobs

Working Title: Office & Administrative Specialist Senior

Job Class: Office and Administrative Specialist, Senior

Agency: Transportation Department

• Job ID : 77330

• Location : Rochester

• Telework Eligible : No

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 06/06/2024

• Closing Date : 06/17/2024

• Hiring Agency/Seniority Unit : Transportation Department/ Transportation-District 6-AFSCME

• Division/Unit : District 6A - Rochester / Admin Support

• Work Shift/Work Hours : See job summary below

• Days of Work : See job summary below

• Travel Required : No

• Salary Range: $20.96 - $28.37 / hourly; $43,764 - $59,236 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : Rochester Truck Station

• 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 job is a hybrid - 8:00 a.m. - 4:30 p.m. Monday thru Friday - teleworking 2 days per week. This position has the option to telework but will also be required to work in the office as needed. The employee will be required to complete a telework agreement.

This position provides advanced executive and confidential administrative support services to District 6 Management Team, Emergency Management Coordinator, Toward Zero Deaths Coordinator; and supports a variety of functional areas in coordination with the Administrative Support Supervisor and other administrative support staff of the Minnesota Department of Transportation, District 6 headquarters.

They will serve as District 6 Damage Restitution Coordinator for the district. Provides training on the Transportation Asset Management System (TAMS) to others as needed and coordinates with District 6 maintenance, sign shop, bridge and equipment shop to ensure claims are processed accurately and timely. Serves as back-up to the executive assistant, front desk, and other support staff in the unit.

This position also serves as an accessibility expert and reviews materials, documents and/or content to ensure accessibility standards comply with the Americans with Disabilities Act, Section 508 of the Federal Rehabilitation Act, and the Minnesota State Accessibility Standard. Providing training for accessibility on documents to internal customers, assisting with remediation of documents when needed.

This position serves as a web coordinator for District 6 independently working with customers to research, write, edit, and place content for web publication using Adobe Dreamweaver or similar software used by the agency.

This position serves as the Mobile Device Coordinator for District 6 and for the vendors that service the mobile device units.

• Serve as the Damage Restitution Coordinator and administers the program for District 6 to ensure claims are submitted within program timeframes for billing, research and resolve issues, train other staff, run reports, and problem solve unmatched work orders and/or crash reports.

• Serve as web coordinator for District 6 under the guidance of the State’s Office of Communications supervisor, independently working with customers to research, write, edit, and place content for web publication using Adobe Dreamweaver or similar software used by the agency.

• Direct, manage, and perform administrative support duties for various departments in the District. Working in an independent, confidential, and timely manner and in accordance with Accessibility guidelines and State and Department guidelines. Operating computerized systems using the appropriate software so that complex and specialized assignments are completed accurately, in the correct format, and within specified timelines.

• Serve as an Emergency Management assistant and is involved in managing and updating all District Emergency Management documents including: the Continuity of Operations Plan (COOP), District Notifications List, Maintenance Call Out Directory, Emergency Response Plan (ERP), Standard Operating guidelines, GETS and WPS card list (track and update) and Flooding documents.

• Serve as the Mobile Device Coordinator for District 6 and for the vendors that service the mobile device units. Ensure purchases are made timely, accurately for mobile devices, and accessories, that paperwork is completed accurately for each mobile device and that purchasing policies and state guidelines are followed.

• Perform all work activities in a safe manner.

Minimum Qualifications

• Knowledge of English sufficient to write, prepare, edit, and proofreading materials, using correct spelling, punctuation, grammar, and sentence construction; maintain records, files and other documents; and effectively relay information.

• Customer service skills sufficient to provide prompt, courteous and accurate information to customers and staff in person, on the phone, and through email and other written correspondence.

• Data entry skills sufficient to enter information into various databases and visually review information.

• Software skills sufficient to communicate through email, schedule appointments, create, format, edit, print and save a variety of documents such as word processing, spreadsheets and presentations.

• Math (arithmetic) sufficient to add, subtract, multiply and divide.

Preferred Qualifications

• Knowledge of MnDOT organization to forward public inquiries to appropriate staff.

• Knowledge of computer software including TAMS, MS Word, Excel, PowerPoint, Access & Outlook.

• General knowledge of web-based programs and applications (Adobe and Dreamweaver).

• 3 Years of experience performing administrative support duties.

Physical Requirements

While performing the duties of this job, the employee is regularly required to sit; use wrists, hands, and fingers to handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel or crouch. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.

An individual with a disability may be qualified to perform the function if an accommodation would enable this person to perform the job in a different way, and the accommodation does not impose an undue hardship.

Additional Requirements

REFERENCE/BACKGROUND CHECKS:

Successful candidate must pass past-employer reference checks and criminal history check

It is our policy that all candidates submit to a background investigation prior to employment. The background check may consist of the following components:

• SEMA4 Records Check

• Criminal History Check

• Employment Reference Check

• Education/License Verification

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.