Working Title: Document Services Supervisor
Job Class: State Program Administrator, Supervisor Senior
Agency: Department of Employment and Economic Development
Job ID : 93276
Location : St. Paul
Telework Eligible : Yes, may be eligible for some telework
Full/Part Time : Full-Time
Who May Apply: This vacancy is open for expressions of interest and for all qualified job seekers simultaneously. Expressions of interest should be submitted by 04/13/2026.
Date Posted : 04//2026
Closing Date : 04/20/2026
Hiring Agency/Seniority Unit : Department of Employment and Economic Development -Middle Management Association
Division/Unit : Paid Family and Medical Leave
Work Shift/Work Hours : Day Shift
Days of Work : Monday - Friday
Travel Required : No
Salary Range: $30.55 - $44.24 / hourly; $63,788 - $92,373 / annually
Classified Status : Classified
Bargaining Unit/Union : 216 - Middle Management Association/MMA
FLSA Status : Exempt - Executive
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.
About the Paid Leave Division:
Paid Leave is a new program that launched January 1, 2026. The program provides partial wage replacement to Minnesota workers that are out of work due to a qualifying condition such as a serious health condition that prevents you from working, or when you need time to care for a family member or a new child.
We have built a program that is easy for every Minnesotan to use. We are engaging the people who depend on us: workers, employers, caregivers, and insurers, to learn from them and continue to improve the program around what they need. We are using modern service delivery and product practices to deliver the program.
The Paid Leave team has high standards and an unrelenting commitment to serving Minnesotans. It is a start-up environment without legacy systems or preconceived ways of working. Our aim is to deliver a service that delights Minnesotans.
Position Purpose:
The Document Services Supervisor provides strategic leadership, people management, and operational oversight for the Paid Leave Division's end to end document lifecycle, including intake (mail, fax, digital submissions), imaging/Optical Character Recognition (OCR), indexing, routing, repository management, and secure retention/disposal. This position leads and develops the Document Services team, fostering a supportive, high performing environment that ensures accurate, timely, and compliant handling of all documents supporting program integrity and efficient workflows across all of Paid Leave.
The supervisor is responsible for guiding day to day functions, coaching staff, setting clear expectations, and cultivating continuous improvement. They develop and enforce policies and internal controls; optimize document management systems and related tools; and monitor performance through service levels, quality standards, and staff development metrics. The role also stewards information governance (privacy, security, retention) and collaborates with leadership and cross functional partners to resolve escalations, reduce risk, and advance division goals.
Key Responsibilities:
Team Leadership and Staff Development: Supervises and coaches the Document Services team by setting expectations, providing feedback, completing performance reviews, and supporting hiring, onboarding, and ongoing development.
Strategic Oversight of Document Services: Oversees intake, imaging/OCR, indexing, routing, repository management, and secure retention and disposal to ensure accurate, timely, and compliant document processing.
Process Improvement and Systems Optimization: Evaluates workflows, identifies efficiency opportunities, implement improvements, and optimize document management systems and automation tools.
Quality Assurance and Compliance: Conducts accuracy reviews, ensures adherence to privacy, security, and retention requirements, and maintains readiness for internal and external audits.
Stakeholder Collaboration and Communication: Serves as the primary Document Services contact, communicates performance and risks to leadership, and collaborates with partners and vendors to resolve issues and support smooth workflows.
Culture Building and Change Support: Promotes a collaborative, adaptive team environment and guides staff through system, policy, and process changes.
This position will be based out of the St. Paul office
This position is telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) eligible. Staff are provided with the tools and equipment to be successful in a virtual work environment. 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.
Two (2) years of experience supervising or leading a team in administrative support functions developing organizational processes and workflows to meet division goals.
Applicants that meet the above minimum qualification will be further evaluated on the following:
Experience managing administrative projects, managing timelines, and ensuring deliverables facilitate the achievement of program goals and objectives.
Experience in developing or enforcing policies, procedures, internal controls, or quality standards.
Experience evaluating organizational processes to recommend and implement approaches and solutions.
Ability to hold team members accountable for their work product and meeting established goals.
Ability to seek out and integrate customer feedback into work assignments and processes.
Skill in establishing and maintaining effective working relationships with employees and communicating effectively between a diverse set of internal stakeholders to create a positive work culture.
Preferred Qualifications
Experience supervising or leading staff responsible for document management, records processing, imaging/OCR, mail, or similar administrative workflow operations.
Experience in a start-up environment where roles will evolve over time based on the needs of the organization.
Experience working with Information Technology, Product, or other technical teams to optimize systems, workflows, or data handling.
Skill in project coordination, workload forecasting, and Key Performance Indicators (KPI) / Service Level Agreement (SLA) monitoring.
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 Records Check (current and former State employees only)
Employment Reference Check
Conflict of Interest Review
Driver's License and Records 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.
