Office and Administrative Specialist, Intermediate

Office & Admin Specialist

Job Class: Office and Administrative Specialist, Intermediate

Agency: Health Department

Job ID: 94411

Location: St. Paul

Telework Eligible: Yes/Hybrid

Full/Part Time: Full-Time

Regular/Temporary: Unlimited

Who May Apply: Open to all qualified job seekers and bidders simultaneously

Closing Date: 06/02/2026

Hiring Agency: Health Department

Division: Health Protection

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

Days of Work: Monday - Friday

Travel Required: No

Salary Range: $20.76 - $27.53 / hourly

Bargaining Unit: AFSCME

Work Area: Environmental Health/Well Management

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.

Join a mission-driven team at The Minnesota Department of Health (MDH) and contribute to protecting, maintaining, and improving the health of all Minnesotans. Our Environmental Health division is looking for an Office and Administrative Specialist, Intermediate, in the Well Management Section. The Office & Admin Specialist will perform administrative duties associated with fees and permit management. This work involves researching information, organizing records, drafting correspondence, and performing data entry.

Primary responsibilities include:

• Overseeing and processing paper and electronic permits.
• Resolving data discrepancies through online research, analytical problem-solving, and troubleshooting.
• Performing data entry tasks while following established procedures.
• Overseeing and processing paper and electronic fees, deposits, and reconciliation.
• Providing prompt and courteous customer service in person, on the phone, through email and written correspondence
• Experience with data entry into online systems.

In accordance with HR/LR Policy #1422 Telework, this position is eligible for up to 20% telework for applicants who live in Minnesota or in a bordering state within 50 miles of the assigned work location. Candidates residing outside of Minnesota or in a bordering state within 50 miles of the assigned work location at the time of application must be able to relocate to Minnesota within 30 days of their start date.

MDH relies heavily on grant funding, in addition to state appropriated dollars. As an agency, we continually monitor funding levels and navigate some degree of uncertainty related to grant cycles and the impact of the grant funding on program priorities. This position is currently funded and approved to be filled. While the position is funded at this time, future funding is dependent on the continuation of our funding sources. The Minnesota Department of Health works proactively to sustain programs and maintain our workforce to avoid reductions in force to the very best of our ability. In the event of a loss of funding resulting in a necessary workforce reduction, that process is governed by our collective bargaining agreements and compensation plans.

Minimum Qualifications

This position requires administrative office experience which includes:

• Handling a variety of business correspondences, data entry, recordkeeping and data retention, and database management.
• Basic accounting sufficient to reconcile transactions and deposits.
• Supporting a licensing or credentialing program, including processing applications, high volumes of fee payments, and refunds.

Additional minimum qualifications to be assessed during the interview process:

• Ability to use Microsoft Office applications to sufficiently develop and modify a variety of correspondences, records, forms, and reports.
• Ability to search databases, input data, and generate reports, as well as the ability to efficiently locate, update, and retrieve information.
• Communication skills sufficient to convey information clearly and concisely while providing quality services and assisting others.
• Ability to work independently to problem-solve, troubleshoot issues, and prioritize tasks.

Preferred Qualifications

• Experience working with Minnesota statutes and rules, as well as knowledge of government policies and procedures.
• Advanced proficiency using Microsoft Office applications, Windows, and the Internet, as well as technical licensing or credentialing database applications.
• At least one year of experience working with specialized databases and providing administrative and customer support for a government licensing or credentialing program.

Physical Requirements

• Ability to work in a seated position for extended periods of time.
• Ability to lift, carry, and retrieve files from boxes.
• Ability to move items up to 25 pounds on a non-repetitive basis.

Additional Requirements

• Must successfully pass a background and reference check.
• Under U.S. Citizen and Immigration Services regulations, the successful candidate must be able to accept work in the U.S. by the day employment begins. This agency is unable to offer H-1B sponsorship.

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 View phone number on click.appcast.io or email View email address on click.appcast.io. Please indicate what assistance is needed.