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Working Title: Fiscal Office & Admin Specialist Int

Job Class: Office and Administrative Specialist, Intermediate

Agency: Secretary of State

+ **Job ID** : 91134

+ **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** : 01/05/2026

+ **Closing Date** : 01/12/2026

+ **Hiring Agency/Seniority Unit** : Secretary of State / Secretary of State-AFSCME

+ **Division/Unit** : Secretary of State / Fiscal

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

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

+ **Travel Required** : No

+ **Salary Range:** $20.76 - $27.53 / hourly; $43,346 - $57,482 / annually

+ **Classified Status** : Classified

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

+ **Work Area** : Fiscal

+ **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 an Office and Administrative Specialist Intermediate, you will process all types of payments for filings, orders and various types of documents received by the Office and will be responsible for invoice payment entry, balancing counter staff transactions/payments, miscellaneous deposit entry, and other tasks as assigned.

Responsibilities include:

+ Open UCC, Business Services and miscellaneous mail and process payments and barcode documents for filings, orders and miscellaneous items into the computer system.

+ Prepare cash receipts, perform check verifications, and process problem checks.

+ Close and save the sales order and send the filings, orders, or miscellaneous documents for processing.

+ Review and process payments for various invoices received by the office in SWIFT to ensure procedural requirements and regulations are met.

+ Balance counter staff transactions on a daily basis.

+ Perform miscellaneous tasks such as entering various accounting items in SWIFT.

+ Perform backup work for other staff during staff shortages to ensure smooth functioning of Fiscal Services.

Minimum Qualifications

+ Knowledge of basic accounting procedures sufficient to prepare cash receipts, perform check verifications and process checks.

+ Knowledge of accounts receivable and computerized billing systems, such as SWIFT, sufficient to enter and access information, and identify and adjust for potential problems.

+ Math sufficient to calculate, review and reconcile financial data and balance accounts.

+ English (speaking, writing, and reading) sufficient to understand and effectively carry out oral and/or written instructions.

+ Word processing sufficient to use software to create, format, edit, print, and save a variety of documents, including spreadsheets and tables.

+ Data entry sufficient to review and process documents with efficiency and accuracy; and identify and correct the causes of data entry errors made by others.

+ Customer service skills sufficient to perform duties of the position with courtesy, respect, and interest in positive problem solving.

Preferred Qualifications

+ Knowledge of general office equipment including fluent use of the 10-key adding machine, a PC with multiple screen capacity, copy and fax machines.

+ General knowledge of department policies and procedures to answer routine questions.

+ Demonstrated attention to detail.

+ Ability to prioritize and meet established deadlines.

+ Good human relation skills to interact with others, including working with people from different cultural/ethnic backgrounds.

+ Ability to provide effective general and specialized office support (this requires common courtesy, tact, interest in positive problem solving, empathy, and the ability to organize ideas logically).

+ Ability to explain laws, rules, regulations, standards, policies, and procedures to customers.

Physical Requirements

Ability to work in a seated or standing position for extended periods of time; moving items weighting up to 20 pounds with assistance or tools on an as needed basis; and move/push carts with a push force of 30 pounds.

Additional Requirements

It is the policy of the Minnesota Secretary of State that all candidates submit a background investigation prior to employment. The background check may consist of the following components:

SEMA4 Records Check

Criminal History Check

Employment Reference Check

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.