"Alerted.org

Working Title: Document Services Administrator

Job Class: Office and Administrative Specialist, Senior

Agency: Pollution Control Agency

+ **Job ID** : 86270

+ **Location** : St. Paul

+ **Telework Eligible** : No

+ **Full/Part Time** : Full-Time

+ **Regular/Temporary** : Unlimited

+ **Who May Apply** : Open to all qualified job seekers

+ **Date Posted** : 05/19/2025

+ **Closing Date** : 06/02/2025

+ **Hiring Agency/Seniority Unit** : Pollution Control Agency / Pollution Control-AFSCME

+ **Division/Unit** : Operations Division / Document Services Unit

+ **Work Shift/Work Hours** : Day Shift

+ **Days of Work** : Monday - Friday

+ **Travel Required** : No

+ **Salary Range:** $21.90 - $29.65 / hourly; $45,727 - $61,909 / annually

+ **Classified Status** : Classified

+ **Bargaining Unit/Union** : 206 - Clerical/AFSCME

+ **Work Area** : OD

+ **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.

As a document services administrator at the Minnesota Pollution Control Agency, this position is the agency's expert in document file reviews. This position will lead a team of associates in the agency’s response to standard information requests. The incumbent will coordinate the agency’s response to high profile, complex information requests submitted by external customers by collaborating with diverse agency staff at all levels of the agency as needed to through oral or written communication. The incumbent assists in maintaining document filing systems for the agency and provides administrative support so that paper and electronic documents and correspondence are easily and readily available for use and inspection. Respond to large volumes of information requests by researching multiple databases across multiple program areas for relevant material. Lead a team in achieving productivity and efficiency goals and excellent customer service.

Minimum Qualifications

Skill in database management sufficient to research, maintain, update and retrieve information from database systems

Proficiency using computer programs (e.g., Microsoft office products, Word, Excel, Power Point, Teams, Intranet/internet, Outlook, ShareBase) and equipment (e.g. computer, facsimile, scanner, photocopier, label machines).

Skill in organizing, prioritizing, problem-solving and decision making. Ability to clearly define problems and offer alternative solutions, set priorities and organize work sufficient to carry out daily tasks and stay on target with long-term projects.

Lead worker skills to administer a complex program, provide guidance and support to staff, and manage responsibilities with a minimum amount of supervision.

Interpersonal skills sufficient to monitor, prioritize, assign and oversee the work of others to ensure business needs are met.

Demonstrated ability to work independently and on a team to provide high quality, prompt, courteous and accurate customer service.

Ability to deal effectively with members of the public and with internal staff/management.

Technical and administrative writing skills, including Business English, grammar and spelling, necessary to organize and effectively present ideas to the intended audience.

The Minnesota Pollution Control Agency will not sponsor applicants for work visas. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Preferred Qualifications

Experience using OnBase and Tempo.

Experience in giving presentations and leading group meetings.

Experience in the principles and practices of office management and their application.

Records management experience.

Knowledge of data practices regarding records and records retention.

Experience training others to perform tasks.

Physical Requirements

Requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. Even though the weights being lifted may only be a negligible amount, a job is in this category may require walking or standing to a significant degree or may involve sitting most of the time with a degree of pushing and pulling of arm and/or leg controls.

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 [email protected] . Please indicate what assistance is needed.