The Department of Administration is a core service agency serving the Governor, legislature, state agencies, local governments, and the public. Its mission is to provide leadership, innovation, solutions, and support to help our partners succeed.

Working Title: Administrative Support Specialist
Job Class: Office and Administrative Specialist, Intermediate
Agency: Administration Dept

• Who May Apply: Open to all qualified job seekers
• Date Posted: 04/03/2023
• Closing Date: 04/17/2023
• Hiring Agency/Seniority Unit: Administration Dept / Administration-AFSCME
• Division/Unit: FMR AR-Cash Receipts
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $18.55 - $24.60 / hourly; $38,732 - $51,364 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: FMR - Accounts Receivable
• FLSA Status: Non-exempt
• Telework Eligible: No
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

Make a difference in the lives of Minnesotans.

The work you’ll do is more than just a job. Join the talented, engaged, and inclusive workforce dedicated to creating a better Minnesota.

The Financial Management and Reporting (FMR) Division provides administrative services internally with the agency, overseeing strategic and operational planning, performance management, financial management, internal controls, budget planning, human resources, and information technology. The division also provides the same support services to the Small Agency Resource Team (SmART) program, boards, and councils. This position works in the Accounts Receivable (AR), Billing, and Cash Receipts unit.

As an Administrative Support Specialist, you will provide routine accounting transaction services and administrative support services to all Dept of Administration divisions and SmART accounts. Accounting transaction services include cash receipts, cash reconciliation, accounts receivable (AR) billing, collections, reporting, processing mail, and other related tasks. You may serve in a primary or backup role in processing any or all these transactions. You will also be responsible for document scanning and indexing into the FMR document management system, and FileNet.

This position is required to work full-time in the office.

Minimum Qualifications

• Data entry skills sufficient to create, enter, and process data and information records accurately.

• Knowledge of computerized billing system sufficient to enter and access information, verify, identify, and adjust for potential problems.

• Knowledge of basic accounting procedures sufficient to prepare itemized statements, bills or invoices, and record amount due for items purchased or services rendered.

• Math skills sufficient to maintain complete and accurate financial records, balance accounts, and resolve discrepancies.

• English (reading, writing, and speaking) sufficient to communicate effectively pertinent policy and procedural information.

• Customer service skills sufficient to identify each customer's needs, meet quality service standards, answer phones, refer calls, and interact with courtesy and respect.

• Typing/keyboarding skills sufficient to perform skilled typing tasks with accuracy.

Preferred Qualifications

• Experience indexing with a document management system, such as FileNet or other comparable systems.

• Experience with a wide range of accounting including accounts payable, accounts receivable, purchasing and cash receipts.

• Familiarity with state fiscal systems such as SWIFT, SEMA4, SWIFT Data Warehouse, Documents Direct, or other comparable systems.

• Ability to manage time to meet established deadlines, complete tasks independently, and maintain strong attention to detail.

Additional Requirements

Successful applicants must pass a criminal background check through American DataBank and employment reference checks.

How to Apply

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the job information line at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers.

If you have questions about the position, contact Ly Her at ly.her@state.mn.us or 651-201-2434.

To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title, and your valid Proof of Eligibility Certificate by the closing date to Ly Her at ly.her@state.mn.us.

Why Work For Us

Diverse Workforce

We are committed to continually developing a workforce that reflects the diversity of our state and the populations we serve. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve the people of Minnesota.

Comprehensive Benefits

Programs, resources, and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. The State of Minnesota recognizes that a diverse workforce is essential and strongly encourages qualified women, minorities, individuals with disabilities, and veterans to apply.

We will make reasonable accommodations 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 and indicate what assistance is needed.