Office & Administrative Specialist, Senior

Job Summary

Minnesota DNR—Division of Forestry seeks to fill an Office & Administrative Specialist, Senior position in Grand Rapids, MN. This position provides administrative support to the Resource Assessment Program, which conducts natural resource field inventory, aerial photography acquisition, and Geospatial data processing and analysis for both internal and external customers.  

Responsibilities:

• Provide operations support; develop, implement and maintain office procedures and work systems to resolve existing problems or to respond to new systems or policies.
• Prepare and maintains multiple budgets, payroll, procurement, human resource and other record systems to ensure accuracy of data and conformance with statutes and policies.
• Process all accounts payables/receivables.
• Prepare and manage all budget and fiscal activities including requisitioning and creating encumbrances for each budget year using the Statewide Accounting System.
• Administer and reconcile all procurement activity for operations each month so that purchase transactions and payments are in a timely manner and in accordance with statute and policy.
• Develop internal deadlines for submission of paperwork, completion of daily work and completion of special assignments.
• Educate co-workers, interns, and seasonal staff in specific tasks and procedures to improve and maintain performance levels.
• Maintain office filing system.
• Provide work direction and technical assistance to other staff, students, volunteers, and residents.
• Provide customers with efficient and personal service through answering questions, offering information, and directing inquiries to appropriate personnel.
• Provide scheduling and logistics support for meetings, interviews and other events.
• Maintains office supply inventory and ordering supplies.

Qualifications

Minimum Qualifications:

• Mathematic and accounting skills sufficient to review, track, analyze, prepare financial summaries/reports resolve discrepancies, provide corrective actions and maintain complete and accurate financial records.
• Advanced word processing skills sufficient to carry out administrative tasks and ensure documents and records are complete, accurate, and current.
• Skill in Using spreadsheet applications, such as Microsoft Excel or Google Sheets to enter, compile, store, and retrieve data.
• Customer service and communication skills sufficient to respond promptly, professionally, and accurately with internal and external customers.
• Organizational and time management skills sufficient to prioritize workload, meet required deadlines, initiate and follow-up on activities independently.
• Interpersonal skills sufficient to work with a variety of internal and external customers on a broad range of tasks and responsibilities.
• Proofreading/editing skills sufficient to ensure accuracy of written materials.
• Spreadsheet and database skills sufficient to accurately enter data, retrieve information, manage data, and generate reports.
• Knowledge of general office equipment including two-way radio systems and pagers, copiers, phone system, personal computer, printers, scanners, postage machine, etc. sufficient to maintain and use and provide direction.
• Leadwork skills sufficient to provide direction in administrative procedures and/or office functions.

Preferred Qualifications:

• Three or more years of experience as an office administrative assistant or office admin manager.
• Knowledge of the Division of Forestry program guidelines.
• Knowledge of the functions of each division of the DNR.
• Advanced experience using Microsoft Outlook, Word, Access, Excel (including pivot tables, charts, macros); DNR SWIFT and Wires applications.
• Experience using Microsoft power platform suite of tools, including Microsoft Power Apps, Microsoft Power Automate, and Microsoft Power BI.
• Knowledge of state budgeting, procurement and invoicing processes and procedures sufficient to prepare and interpret fiscal records and reports, analyze account balances and budgets, and receipt invoices.