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Office Specialist

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Office Specialist

Salary

$23.34 - $31.80 Hourly

Location

Stillwater, MN

Job Type

Full Time

Job Number

25-00138

Department

County Attorney Office

Opening Date

09/23/2025

Closing Date

10/5/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

JOB SPECIFICS

The County Attorney’s Office is seeking a detail-oriented and customer-focused Office Specialist to join our team. This position plays a key role in supporting front desk operations and assisting Victim Witness staff with a variety of clerical duties.

Key Responsibilities:

+ Greet visitors and clients, answer incoming calls, and manage front desk operations

+ Prepare, receive, and distribute mail

+ Assist with clerical tasks such as preparing restitution affidavits, proposed orders, and correspondence

+ Enter confidential information into the case management system

+ Process subpoena responses and perform other duties as assigned

DESIRABLE EXPERIENCE:

+ Experience working in a legal or government setting

+ Strong organizational and communication skills

+ Paid work experience providing customer service in a professional office environment

+ Paid work experience using legal terminology

+ Paid work experience with eFile and eServe

+ Paid work experience with MNCIS

SELECTION TECHNIQUE: Your training and experience will be rated based on the required application material submitted and the top scoring candidates will be forwarded to the hiring department for further consideration.

HOURS / DAYS: Monday - Friday, 8:00 am to 4:30 pm. This is an on-site position with the option to transition to a hybrid schedule upon successful completion of training. We offer a supportive team environment and the opportunity to contribute to meaningful public service.

ANTICIPATED HIRING RATE: $23.34 per hour

E-Verify Participation: Washington County participates in the federal E-Verify program. This means that Washington County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. If the Government cannot confirm that you are authorized to work, Washington County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.

E- Verify Participation Poster (https://web1.co.washington.mn.us/NeoGovNotices/HR/2024/E-Verify\_Participation\_Poster\_Eng\_Es.pdf)

Right to work Poster

JOB SUMMARY

This position performs work of a specialized nature with minimal supervision involving the application of specialized knowledge of procedures, records, and regulations in a County office. Work involves responsibility for the performance of processes which require judgment based on knowledge gained through experience. Positions allocated in this classification involve specific responsibilities of a technical/clerical function unique to the area of assignment. Persons in this classification are generally expected to support a specific functional area that includes several professional staff and act on their behalf in their absence, and/or are solely responsible for a full-time technical assignment.

EMPLOYMENT CRITERIA

MINIMUM QUALIFICATIONS: High school diploma or equivalent and three (3) years of office experience, one year of which must be related to the functional area, or equivalent. Completion of related office or business certificate program may be substituted for one year of required office experience.

CORE COMPETENCIES, JOB SPECIFIC KNOWLEDGE, SKILLS AND ABILITIES REQUIRED FOR SUCCESSFUL JOB PERFORMANCE

Core Competencies (https://web1.co.washington.mn.us/NeoGovNotices/HR/CoreCompetenciesDefined2025.pdf) outline essential business and professional traits necessary to perform this job.

• Support and prioritize a welcoming and respectful workplace that fosters diversity and encourages contributions from all individuals;

• Provide inclusive and equitable service to all members of the community with dignity and respect;

• Demonstrate support for the County’s diversity, equity and inclusion program;

• Demonstrates knowledge of English usage, grammar, and spelling; basic arithmetic; business mathematics;

• Demonstrates knowledge of specialized policies, regulations, statutes, procedures, and practices pertaining to the area of specialization; and the legal and technical forms and terminology of the area of assignment;

• Demonstrates the ability to keep emotions under control when responding to individuals who are emotionally charged;

• Demonstrates ability to develop systems to organize detailed work with multiple deadlines;

• Demonstrates ability to adapt quickly to frequent changes, delays or unexpected events; and

• Demonstrates ability to keyboard at a speed of 55 wpm, with accuracy; perform complex computations accurately and rapidly; report to work on a regular and timely basis.

DUTIES & RESPONSIBILITIES

Performs work of a specialized nature by applying knowledge of procedures, records, and regulations in a County office:

• Performs duties of a specialized nature according to policy, procedure and regulations and is able to explain such to employees, the public and various agencies pertinent to the area of assignment;

• Creates and or prepares letters, memos, forms, notices, bulletins, agendas, minutes, certificates or other correspondence unique to the office from established procedure;

• Compiles, calculates, prepares reports and billings pertaining to the office of assignment; may balance cash accounts;

• Prepares and submits reports related to area of assignment as required by State or local agencies;

• Updates and maintains department files and information; coordinates the technical aspects of records in area of assignment; ensures accuracy of records;

• Researches, recommends and devises working procedures for area of assignment;

• Relieves the department head/supervisor of various administrative duties as delegated;

• Serves as primary contact for customers and staff related to area of assignment:

• Coordinates and schedules work with staff and the public;

• Answers questions from the public regarding area of assignment; interprets programs, policies, statutes and regulations;

• Responds and acts as a resource person to other employees on issues, concerns or complex transactions and procedures relevant to area of assignment; may provide direction and mentoring to other clerical staff performing work in this area;

• Maintains high level of expertise in assigned database systems. Key resource for routine and special report requests;

Performs other duties as assigned.

WORK ENVIRONMENT

Work is sedentary in nature and involves sitting most of the time. Lifting requirement of 15-20 pounds on an occasional basis. Frequent wrist and finger manipulation due to high concentration of filing, compiling, calculating, or computer work. Equipment used may include, but is not limited to, computer, calculator, telephone, camera, and copier/scanner/fax machine.

It may be necessary to climb a ladder infrequently to retrieve documents. There is some pressure associated with project or activity deadlines and details. Document preparation and writing at times requires extended use of a keyboard. Work may be interrupted frequently throughout the day.

Work is performed within the Government Center or satellite offices and is subject to intermittent verbal contacts with disgruntled or emotionally charged individuals. This position can require substantial public contact. There may be intermittent driving to other County locations.

Additional physical/mental requirements that occur may not be listed above, but are inherent in performing the position's essential functions.

This job description is intended to describe the kinds of tasks and level of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The County retains the discretion to add or change the contents of this job description at any time.

Washington County offers a comprehensive benefit package (https://web1.co.washington.mn.us/NeoGovNotices/HR/2025/BenefitsGuideBook2025.pdf) including paid time off, holidays, medical, dental, vision, life and long-term disability insurance.

For a more detailed overview of our AFSCME exempt (salaried ) benefit package, click here (https://www.washingtoncountymn.gov/DocumentCenter/View/50324/AFSCME-Exempt-Benefit-Synopsis-PDF) .

For a more detailed overview of our AFSCME non-exempt (hourly) benefit package, click here (https://www.washingtoncountymn.gov/DocumentCenter/View/55122/AFSCME-Non-Exempt-Benefit-Synopsis-PDF) .

01

This position requires a High school diploma or equivalent and three (3) years of office experience, one year of which must be related to the functional area, or equivalent. Completion of related office or business certificate program may be substituted for one year of required office experience. Please indicate below whether you possess these minimum qualifications:

+ Yes

+ No

02

If you indicated meeting the minimums by having an equivalent combination of education and experience, please briefly describe the combination and explain why you feel it is equivalent. (If you answered "No" to the above question, enter "NA" in the text box.)

03

Do you have experience working and providing customer service in a professional legal or government office environment?

+ Yes

+ No

04

If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

05

Do you have experience with legal terminology?

+ Yes

+ No

06

If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

07

Do you have experience with State systems including eFile and eServe?

+ Yes

+ No

08

If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

09

Do you have experience with MNCIS?

+ Yes

+ No

10

If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

11

Do you have experience with Microsoft Office Suite?

+ Yes

+ No

12

If you answered "Yes" to the above question, you must provide a brief summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

Required Question

Employer

Washington County (MN)

Address

14949 62nd Street North Stillwater, Minnesota, 55082

Phone

651-430-6081

Website

https://www.washingtoncountymn.gov

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