Working Title: Office and Administrative Specialist
Job Class: Office and Administrative Specialist, Intermediate
Agency: Health Department

• Who May Apply: Open to all qualified job seekers
• Date Posted: 12/13/2023
• Closing Date: 12/27/2023
• Hiring Agency/Seniority Unit: Health Department / Health-AFSCME
• Division/Unit: Health Protection / EH FPLS Bus & Fin Ops Staff
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $22.26 - $31.38 / hourly; $46,478 - $65,521 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: Freeman Building, St. Paul.
• 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 youll do is more than just a job. Join the talented, engaged and inclusive workforce dedicated to creating a better Minnesota.

The Minnesota Department of Health's (MDH) Environmental Health Division is looking for Office and Administrative Specialist, Intermediate. This position will provide administrative and technical support to the staff of the Food, Pools, and Lodging Services section (FPLS) at the Minnesota Department of Health. The incumbent in this position will perform all administrative and customer support duties necessary to carry out program administration within the jurisdiction of FPLS. These programs include licensing of food, beverage, and lodging establishments, public swimming pools, manufactured home parks, campgrounds, and youth camps, as well as the Certified Food Protection Manager, Statewide Hospitality Fee, and Sanitarian Registration programs.

This position will work in the Freeman Building in St Paul, with the possibility for partial telework (1-2 days per week), based on the business needs of the unit and supervisory discretion.

Responsibilities include:

• General office support for critical business functions as assigned.
• Researching information, organizing records, drafting correspondence, and performing data entry.
• Process incoming section fees and prepare deposits related to licensing, registration, certification, hospitality fee, penalty assessment, late fees, and other miscellaneous revenue and reimbursements.

Minimum Qualifications

• Ability to establish, maintain and use databases.
• Customer service experience over the phone and in person with the ability to advise customers around policies, procedures, and regulations.
• Experience with accounting/budgeting/expense reporting with the ability to perform administrative support work for a work units expense and budget administration.
• Administrative office experience which includes, but is not limited to, handling a variety of business correspondence, recordkeeping, data management, or similar responsibilities.

Additional minimum qualifications that will be assessed during the interview process:

• Strong ability to communicate clearly and concisely when providing services and helping others.
• Professional level business correspondence (oral and written).
• Detail-oriented, thorough, and accurate.
• Excellent interpersonal communications and customer service skills sufficient to serve customer and colleagues with diverse experiences and backgrounds to provide accurate information in a timely professional manner.
• Ability to review, research, and finalize records.

Preferred Qualifications

• One year of administrative or technical experience supporting a public health licensing or credentialing program, including processing of licensing or credentialing applications, fee payments, deposits, and refunds.
• One year of experience providing customer support (phone, email, and walk-in service) for a public health licensing or credentialing program and responding to complex and/or technical questions in a professional setting.
• Program administration experience in both processes and requirements for the following regulatory programs in Minnesota: Licensing of food, beverage, and lodging establishments, public swimming pools, manufactured home parks, campgrounds, and youth camps.
• Experience documenting business processes sufficient to update existing procedure manuals and train others in program administration processes.
• Resolves problems within required guidelines with minimal oversight and refer problems or issues to the manager or supervisor for resolution.
• Proficiency using computer software applications such as Microsoft Office, Windows, and technical licensing or credentialing database applications.
• Speaking, translating, writing and/or reading a second language proficiently

Physical Requirements

Occasional movement of packages, boxes of files, in an office environment.

Additional Requirements

This position requires the successful completion of a background and reference check.