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Professional Administrative Assistant - Office & Administrative Specialist, Principal

State of Minnesota • Saint Paul, MN • 12h ago

Working Title: Professional Administrative Assistant

Job Class: Office & Administrative Specialist, Principal

Agency: Revenue Department

Job ID : 85765

Location : St. Paul

Telework Eligible : No

Full/Part Time : Full-Time

Regular/Temporary : Unlimited

Who May Apply : This vacancy is open for bids and for all qualified job seekers simultaneously. Bidders will be considered through 05/08/2025.

Date Posted : 05/02/2025

Closing Date : 05/15/2025

Hiring Agency/Seniority Unit : Revenue Department / Revenue (Inc Assessors)-AFSCME

Division/Unit : Appeals, Legal Services, & Disclosure / Appeals, Legal Services, & Disclosure

Work Shift/Work Hours : Day Shift

Days of Work : Monday - Friday

Travel Required : No

Salary Range: $23.76 - $32.06 / hourly; $49,610 - $66,941 / annually

Classified Status : Classified

Bargaining Unit/Union : 206 - Clerical/AFSCME

Work Area : Appeals, Legal Services, & Disclosure

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 provides advanced professional level administrative support to the Director and Supervisors of the Appeals, Legal Services, & Disclosure Division. This position's creativity, proactive efforts, and attention to detail enhance the operation of the division.

This position manages the day-to-day office activities of the division. Provide professional assistance to the attorneys and appeals officers of the division. Act as initial public contact on inquiries from taxpayers, government officials or employees, and direct callers to the appropriate employee, division, or government agency.

Maintain the confidentiality of information and documents received as a result of performing responsibilities of the position and release information only as directed. Manage and maintain the complete processing of Revenue Notices, Attorney General Delegations of Authority for attorneys, Legislative Bulletins and Legislative Bill Summaries. Maintain and document various records and processes for the Appeals, Legal Services, & Disclosure Division. Provide expertise on various computer programs and job tasks.

This posting may be used to fill multiple vacancies.

Minimum Qualifications

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

Knowledge of accounting systems sufficient to query and compile records and reports, and assist with preparing and maintaining spending plans, financial status reports, and budget requests

Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files

Skill in customer service sufficient to effectively communicate, listen to, and elicit information with tact and diplomacy

Ability to respond effectively to sensitive inquiries and/or complaints

Ability to analyze and make recommendations to management for new or revised administrative and program practices and procedures for smooth and efficient office operation

Preferred Qualifications

Experience in a high-pressure or sensitive environment requiring compliance with deadlines and production of high-quality work

Skill in calendaring systems sufficient to arrange meetings and develop related agendas and materials

Ability to set priorities, manage own time to meet deadlines, and multitask with limited direction and supervision

Experience in three or more the following to provide technical assistance to division staff: Windows Operating System, Microsoft Office Suite (Microsoft Word, Microsoft TEAMs, Excel, PowerPoint and Outlook), Internet, DOR Rspace (Intranet apps including SharePoint, Power Automate, and Microsoft Forms), Virtual and Audit Room, Drupal, GovDelivery, Gentax, and Adobe Acrobat Professional

Skill in problem-solving techniques to address issues where there is minimal historical guidance

Detail-oriented

Ability to learn quickly and adapt to new situations

Physical Requirements

Requires occasional moving of articles such as boxes, accounting records, laptop computer, computer monitors, and other office items.

Additional Requirements

Prior to an offer of employment, a background check will be conducted. This will include, but is not limited to checking degrees and licensures, criminal history, and tax filing and payment history. All individual income tax filing and payment obligations must be current prior to interviewing for this position.

Must be legally authorized to work in country of employment without sponsorship for employment visa status (e.g., H1B status).

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.

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