Administrative Specialist - Office & Administrative Specialist Principal

Full job description

Job Details

Working Title: Administrative Specialist

Job Class: Office & Administrative Specialist Principal

Agency: Department of Employment and Economic Development

Job ID: 88616

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.

Date Posted: 09/03/2025

Closing Date: 09/09/2025

Hiring Agency/Seniority Unit: Department of Employment & Economic Development / AFSCME

Division/Unit: Paid Family & Medical Leave

Work Shift/Work Hours: Day Shift, 8:00AM - 4:30PM

Days of Work: Monday - Friday

Travel Required: No

Salary Range: $23.76 - $32.06 / hourly; $49,610 - $66,941 / annually

Classified Status: Classified

Bargaining Unit/Union: 206 - Clerical/AFSCME

Work Area: Paid Leave - St. Paul

FLSA Status: Nonexempt

Designated in Connect 700 Program for Applicants with Disabilities: 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.

Job Summary

About the Paid Leave Division:

Paid Leave is a new program launching in 2026. The program will provide partial wage replacement to Minnesota workers who are out of work due to a qualifying condition, such as a severe health condition that prevents them from working, or when they need time to care for a family member or a new child. We are building a program that will be 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 build the program around their needs. We are using modern service delivery 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, so we have a unique opportunity to create human-centric processes and systems to deliver this new benefit to Minnesotans.

Position Purpose:

This position exists to perform administrative functions for specified work units within the Paid Leave Division of DEED, not limited to, but including, Appeals. The administrative functions include assisting with mailing, making calls to parties, including representatives, witnesses, and attorneys, and receiving documents submitted for evidence. This position works within the Paid Leave Appeals unit and works with the Senior Manager of Appeals, Appeals Managers, Paid Leave Judges, Intake team, and other staff to receive, review, and decide appeals of eligibility determinations and determinations of benefit account by the department. This position is a part of a team of administrative support staff and may also work directly with other work units within Paid Leave as needed.

Key Responsibilities:

Monitor Appeals Email Inbox/Outbound Calls: Take action as appropriate, including responding to parties, Paid Leave Judges, and other Paid Leave staff. Route documents received through email to ensure prompt processing.

File Setup and Scheduling: Ensure that meetings, hearings, etc. are appropriately scheduled and rescheduled, the right parties are notified, the notice is sufficient, and the meeting is scheduled with the appropriate Paid Leave members. Ensure meeting and hearing records are appropriately kept and stored.

Appeals Receipt Duties: Assist in receiving, compiling, and delivering all incoming correspondence to the Intake team for further decision-making. Examine documents, redact information as needed, and ensure proper security protocols are followed.

Transcripts: Prepare transcripts (both ‘dirty’ and court-ready) of recorded hearings, as assigned.

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.

Qualifications

Minimum Qualifications

Please ensure that your resume clearly describes your experience in the areas listed and indicates the beginning and ending month and year for each job held. Only applicants whose resumes clearly demonstrate fulfillment of each of these minimum qualifications will be considered for this position.

Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files

Knowledge of document and/or records management systems sufficient to store, categorize, and retrieve electronic files

Ability to accurately input, verify, and edit electronic data

Skill in document and records management sufficient to accurately file and categorize electronic documents

Skill in obtaining, organizing, and drafting administrative materials for internal or external dissemination

Ability to coordinate with a diverse clientele in a legal setting to include staff attorneys, client agencies, court personnel, and opposing counsel

Preferred Qualifications

Experience as an Administrative Specialist, Administrative Assistant, or similar administrative support position

Completion of a legal administrative assistant training program or certification

Experience as a legal administrative assistant

Skill in developing and implementing administrative and program policies, procedures, and service standards in cooperation with management

Our employees are dedicated to ensuring cultural responsiveness. Preferred candidates will have a variety of experiences working effectively with others from different 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.

Application Details

How to Apply

Select “Apply for Job” at the top of this page. If you have questions about applying for jobs, contact the Careers Help Desk at 651-259-3637 or email careers@state.mn.us. For additional information about the application process, go to http://www.mn.gov/careers.

Connect 700 Program

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 Talent Acquisition at talent.acquisition.deed@state.mn.us.

Veterans

To be considered with Veteran's Status, you MUST indicate this on your application and submit a copy of your DD-214 form and other required documentation to talent.acquisition.deed@state.mn.us by the closing date.

Recently Separated Veterans (RSV): Effective July 1, 2009, legislation provides that the top five RSV applicants who apply and meet the qualifications for a vacancy shall be granted an interview.

Certain Disabled Veterans: Effective August 1, 2012, legislation provides state agencies with the option to appoint certain disabled veterans on a non-competitive basis.

See the above links for criteria and eligibility.

Current State Employees

Please apply via Self Service.

If eligible for bidding or expression of interest: This vacancy will be open for bids/expression of interest and all qualified applicants simultaneously. Current employees of DEED who are currently in the same classification, who are eligible, and apply within the seven (7) day period will be considered prior to filling the position by other means.

Contact

If you have questions about this position, contact Sarah Beaverson at sarah.beaverson@state.mn.us or 651-259-7293.

Working together to improve the state we love.

What do Minnesota's State employees have in common?

A sense of purpose in their work

Connection with their coworkers and communities

Opportunities for personal and professional growth

Benefits

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

Your benefits may include:

Paid vacation and sick leave

12 paid holidays each year

Low-cost medical, dental, vision, and prescription drug plans

Fertility care, including IVF

Diabetes care

Dental and orthodontic care for adults and children

6 weeks paid leave for parents of newborn or newly adopted children

Pension plan that provides income when you retire (after working at least three years)

Employer paid life insurance to provide support for your family in the event of death

Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury

Tax-free expense accounts for health, dental, and dependent care

Resources that provide support and promote physical, emotional, social, and financial well-being

Support to help you reach your career goals:

Training, classes, and professional development

Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov)

Employee Assistance Program (EAP) for work/life support:

A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance

Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues

Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

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.

EQUAL OPPORTUNITY EMPLOYERS

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, *** (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, ****** orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

APPLICANTS WITH DISABILITIES

Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.

The Department of Employment and Economic Development is an equal opportunity, affirmative action, and veteran-friendly employer, and encourages all qualified candidates to apply for job opportunities. If you are an individual with a disability who needs assistance or cannot access the online job application and search tools, please contact Karen Lilledahl at Karen.Lilledahl@state.mn.us. Please indicate what assistance is needed.

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