Working Title: Document Management Specialist
Job Class: Management Analyst 1
Agency: Department of Employment and Economic Development
Job ID : 94933
Location : St. Paul
Telework Eligible : Yes, may be eligible for some telework
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 06/23/2026.
Date Posted : 06/17/2026
Closing Date : 06/24/2026
Hiring Agency/Seniority Unit : Department of Employment and Economic Development / MAPE
Division/Unit : Paid Family and Medical Leave
Work Shift/Work Hours : Day Shift
Days of Work : Monday - Friday
Travel Required : No
Salary Range: $23.98 - $34.69 / hourly; $50,070 - $72,432 / annually
Classified Status : Classified
Bargaining Unit/Union : 214 -Minnesota Association of Professional Employees / MAPE
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.
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 delivery service 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.
The Document Management Specialist (DMS) oversees the full lifecycle of all Paid Leave program documentation across multiple intake channels, ensuring accuracy, compliance, and timely movement that supports eligibility determinations and operational workflows. As the program's document-workflow expert, the DMS uses independent judgment to assess document sufficiency, route materials appropriately, and resolve issues that affect program outcomes. The role also advises internal teams on document interpretation and workflow requirements, identifies systemic problems, recommends operational improvements, contributes to SOP development, and collaborates with technical and product teams to enhance program systems.
Key Responsibilities:
Electronic Document Administration & Program Intake Management: Independently administers the intake, evaluation, quality review, and routing of all electronic Paid Leave documents, ensuring accurate metadata, proper workflow assignment, timely processing, and escalation of high-risk items.
Physical Mail Governance & Intake Security Operations : Manages all physical mail intake, including secure handling, digitization, fraud-prevention procedures, chain-of-custody compliance, and integration into Salesforce workflows.
Quality Assurance, Compliance Oversight & Continuous Improvement: Conducts QA checks and audits, identifies systemic documentation issues, ensures adherence to privacy and retention standards, and contributes to SOP updates and process improvements.
Cross -Functional Support, Document Research & Request Fulfillment: Serves as the document subject matter expert, responding to internal and external document requests, researching missing or ambiguous items, resolving errors, and communicating with partners to obtain required documentation.
This position will be based out of the St. Paul office.
This position is telework 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 résumé clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held. Only applicants whose résumés clearly demonstrate fulfillment of each of these minimum qualifications will be considered for this position .
One (1) year of experience implementing and performing high-volume document-management and records-processing functions, including mail-intake operations, claims-support activities, or other complex administrative workflow processes as determined by the agency.
Applicants that meet the above minimum qualification will be further evaluated on the following:
Experience working with digital systems to process, organize, or route documents (for example: Salesforce, SharePoint, or similar tools).
Experience handling sensitive or confidential documents in compliance with privacy and security requirements.
Ability to review documents for completeness and accuracy and determine the appropriate next steps.
Ability to manage a high-volume workload while meeting deadlines and quality expectations.
Ability to identify issues in documentation and resolve them effectively, including working with other teams when additional information or clarification is needed.
Ability to adapt quickly to changes in policies, procedures, technology, or work priorities.
Preferred Qualifications
Knowledge of document intake workflows, indexing practices, or digital imaging procedures.
Knowledge of data privacy and security requirements (e.g., HIPAA, state data practices laws) governing the handling of sensitive information.
Experience conducting quality assurance reviews, audits, or document integrity checks.
Experience working in a high-volume service or regulatory environment with strict timelines or statutory requirements.
Our employees are dedicated to ensuring cultural responsiveness. Preferred candidates will have experience working effectively with individuals from diverse 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.
