Working Title: Farmland Wildlife Research OAS-I

Job Class: Office and Administrative Specialist - Intermediate

Agency: Minnesota Department of Natural Resources

• Job ID: 75054
• Location: Madelia
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Date Posted: 04/03/2024
• Closing Date: 04/23/2024
• Hiring Agency/Seniority Unit: Department of Natural Resources
• Division/Unit: DNR Fish and Wildlife / Wildlife Research Unit
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required: Yes; meetings and occasional special projects
• Salary Range: $19.57 - $25.95 / hourly; $40,862 - $54,183 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: Madelia, MN
• FLSA Status: Nonexempt
• Telework Eligible: Yes
• Designated in Connect 700 Program for Applicants with Disabilities: Yes

Make a difference in the lives of Minnesotans!

The work you’ll do is more than just a job. Join the talented, engaged, and inclusive workforce dedicated to creating a better Minnesota.

Job Summary:

The Minnesota Department of Natural Resources (MNDNR) provides outdoor recreation activities and manages Minnesota's natural resources to create economic opportunity and a sustainable quality of life. We are driven to find talented, innovative employees to help us carry out this mission.

We are currently seeking a full-time, permanent Office and Administrative Specialist (Intermediate) in Madelia, MN. This position provides support to the Farmland Wildlife Populations and Research Group, within the Wildlife Research Unit of the Division of Fish and Wildlife. This position provides support to the Farmland Wildlife Populations and Research Group (FaWPRG), one of four research groups within the Wildlife Research Unit of the Division of Fish and Wildlife. The FaWPRG conducts research and monitoring activities of ungulates (specifically white-tailed deer and elk) and upland game (primarily ring-necked pheasants and wild turkeys) throughout Minnesota’s farmland regions and statewide. This position performs administrative, fiscal, customer service, and clerical support services within department programs and policies so that state requirements and federal aid guidelines are met, effective office procedures are carried out, the public is served efficiently, and fisheries and wildlife resources are managed, protected, sustained, and enhanced for the greatest public benefit.

Responsibilities include:

• Perform office management and administrative support functions so that internal and external customer needs are met and communication, information flow, materials, operations, programs, and projects are coordinated and carried out effectively, efficiently, timely, and responsibly in accordance with State and DNR policies and procedures.
• Support budget management, the purchasing process, and fleet/asset management so that financial obligations are met on time and in compliance with State, Federal, and DNR policies and procedures. Gather, verify, and summarize data for fiscal and administrative reports. Provide technical advice to office staff. Schedule, train, and give technical guidance to co-workers.
• Process and archive reports in accordance with State and Federal retention guidelines. Maintain thorough knowledge of data entry and result retrieval with department and division database programs.
• Fully support and contribute to the successful operation of the FaWPRG and the Wildlife Research Unit within the division and DNR in a professional manner. As needed, provide specific program support and contribute to special projects as assigned.

The position has a flexible work arrangement and may be eligible to telework on a part-time basis, which is subject to change. If approved, the employee would be required to complete a telework agreement. This position will require reporting to the primary work location on a regular basis (at least 3 days per week) for meetings, training, onboarding, business needs, and as required by the supervisor.

Minimum Qualifications:

Knowledge of:

• Accounting principles and practices, budgeting, accounts receivable, and purchasing sufficient to analyze, interpret, and prepare financial information, records, and reports.
• Customer service practices and principles sufficient to identify each customer’s needs and meet quality standards for services that result in customer satisfaction.
• Computer software applications to create spreadsheets or other applications from a variety of sources to track projects and activities effectively.

Skill in:

• Typing/keyboarding and use of software, such as Microsoft Office products, sufficient to create, format, and edit documents such as electronic correspondence, letters, memos, reports, presentations, and spreadsheets.
• Customer service sufficient to provide prompt and accurate information to FaWPRG staff and other internal and external customers who have questions or make requests (in person, in writing, on the phone, and through presentations and other electronic correspondence).
• Database and document/records management sufficient to maintain electronic or paper files for efficient organization and retrieval of information.
• Setting work priorities sufficient to effectively prioritize work responsibilities, manage time, and meet project timelines and other quarterly and annual obligations while working with a diverse staff (e.g., FaWPRG group leader, research scientists, biologists, seasonal/temporary staff, and students).

Ability to:

• Communicate with internal and external customers in a variety of formats to gather and relay information with tact and diplomacy.
• Fluently communicate, read, understand, and respond to a variety of communications or requests, such as requisitions, purchase orders, detailed instructions and procedures, inventory records, and distribution lists.
• Calculate and verify totals on reports, forms, requisitions, bills/invoices, and maintain accurate inventories, using a calculator, computer, and/or other tools.

Preferred Qualifications:

• One (1) year of administrative support experience including processing paperwork for items such as fleet, purchasing cards, and expense reports, and performing mail merging.
• Knowledge of the state budgeting system and process, DNR rules and regulations, policies, and processes governing the purchasing guidelines and expenditures of the division for preparing purchase orders and responding to questions or resolving problems related to purchasing.
• Experience using the Statewide Integrated Financial Tool (SWIFT) system, including creating EIORs and purchase orders.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Access) and Adobe Pro.
• Knowledge on proper procedures and forms required by the Fish and Wildlife division, other divisions, and state agencies.
• High level of organizational skills to facilitate management of many projects at one time.
• File management skills (paper and electronic) sufficient to retrieve and provide documents and information when needed.

Additional Requirements

This position requires an unrestricted Class D Driver’s license with a clear driving record.

Applicants must have the ability to meet the physical requirements and work in the environmental conditions of the position, with or without reasonable accommodations.

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.

It is policy of the Department of Natural Resources that all candidates submit to a background check prior to employment. The background check may consist of the following components:

• Conflict of Interest Review
• Criminal History Check
• Education Verification
• Employment Reference / Records Check
• License / Certification Verification

How to Apply

Click on the “Search for jobs now” link under the External Applicants box on the State of Minnesota Careers webpage, then search for job ID #75054 in the “Search Jobs” bar.

If you have questions about applying for jobs, contact the job information line at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers.

If you have questions about the position, contact Nicole Davros at nicole.davros@state.mn.us or 507-578-8916.

If you are an individual with a disability and need reasonable accommodation to assist with the application process, please contact the ADA Coordinator at ADA.DNR@state.mn.us. To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Rebecca Mortellaro at rebecca.mortellaro@state.mn.us.

Why Work for Us

Diverse Workforce

We are committed to continually developing a workforce that reflects the diversity of our state and the populations we serve. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve the people of Minnesota.

A recent engagement survey of State of Minnesota employees found:

• 95% of employees understand how their work helps achieve their agency’s mission
• 91% of employees feel trusted to do their jobs
• 88% of employees feel equipped to look at situations from other cultural perspectives when doing their job
• 87% of employees report flexibility in their work schedule

Comprehensive Benefits

Our benefits aim to balance four key elements that make life and work meaningful: health and wellness, financial well-being, professional development, and work/life harmony. As an employee, your benefits may include:

• Public pension plan
• Training and professional development
• Paid vacation and sick leave
• 11 paid holidays each year
• Paid parental leave
• Low-cost medical and dental coverage
• Prescription drug coverage
• Vision coverage
• Wellness programs and resources
• Employer-paid life insurance
• Short-term and long-term disability
• Health care spending and savings accounts
• Dependent care spending account
• Tax-deferred compensation
• Employee Assistance Program (EAP)
• Tuition reimbursement
• Federal Public Service Student Loan Forgiveness Program

Programs, resources and benefits eligibility varies based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.

AN EQUAL OPPORTUNITY EMPLOYER

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. The State of Minnesota recognizes that a diverse workforce is essential and strongly encourages qualified women, minorities, individuals with disabilities, and veterans to apply.

We will make reasonable accommodations 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 and indicate what assistance is needed.