Office & Admin Specialist

When all employees are embraced, respected and heard, we will build a collaborative, equitable, inclusive and anti-racist culture where everyone thrives.

Working Title: Office & Admin Specialist
Job Class: Office and Administrative Specialist
Agency: Human Services Dept

• Who May Apply: Open to all qualified job seekers
• Date Posted: 03/29/2023
• Closing Date: 04/11/2023
• Hiring Agency/Seniority Unit: Human Services Dept / DHS METO AFSCME
• Division/Unit: DCT Support Services / Dental Faribault/SC Staff
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $17.33 - $22.70 / hourly; $36,185 - $47,397 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: Southern Cities Clinic - Faribault
• FLSA Status: Nonexempt
• Telework Eligible: No
• 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.

The Office and Administrative Specialist position exists to provide a wide range of administrative and office support functions to the Southern Cities Community Health Clinic staff, patients, and caregivers, internal and external customers.

This position exists to:

• Perform front desk reception tasks for psychiatry and dental patients, ensuring all receive optimal care.
• Organize dental and psychiatric clerical and data entry services.
• Complete Avatar functions and tasks
• Work cooperatively with the office manager, staff, consultants, support staff and patients in order to effectively address the health care needs of the patients we serve.

This position requires an individual to be able to work independently within the group and have good time management skills to meet daily demands.

Minimum Qualifications

• Customer services skill sufficient to clearly communicate with internal and external clients, providing efficient services.
• Data entry skills sufficient to enter information for dental tracking systems and billing as needed.
• Database Management skills sufficient to schedule returning patient appointments accordingly in Avatar system.
• Typing/Keyboarding skills to have accuracy in a support projects, primarily in Avatar system.

Preferred Qualifications

• Computer knowledge of Microsoft Word, Excel, Scheduling and billing computer programs
• General office equipment and computer programs for patient scheduling and entering of patient financial information for billing.
• Business English, spelling, grammar and typing sufficient to edit and compose a variety of documents.
• Office practices and equipment sufficient to develop and improve work procedures.
• Knowledge of dental terminology
• Knowledge of data privacy regulations
• Strong interpersonal communication skills are crucial in this position to direct customer service relationships.
• Record keeping system sufficient to maintain patient dental charts being current with updated consents and forms, patient/caregiver/family contact information, and accurate billing information.
• 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

To facilitate proper crediting, please ensure that you clearly describe your experience in the areas listed above.

REFERENCE/BACKGROUND CHECKS - The Department of Human Services will conduct reference checks to verify job-related credentials and criminal background check prior to appointment.

EDUCATION VERIFICATION - Applicants will be required to provide a copy of their high school diploma at time of interview OR copies of their college transcript or college degree/diploma at time of interview. Copies of the college degree/diploma are acceptable ONLY if it clearly identifies the field in which it was earned.

How to Apply

Select “Apply for Job” at the top of this page. 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 Stephanie Gonzalez at stephanie.c.gonzalez@state.mn.us or 507-384-6830.

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 Katelyn Rigdon at Katelyn.Rigdon@state.mn.us.

CERTAIN DISABLED VETERANS: Effective August 1, 2012, legislation provides state agencies with the option to appoint certain disabled veterans on a noncompetitive basis if they: 1) meet service requirements and have a verified service-connected disability rating of at least 30%; 2) provide qualifying documentation verifying the disability; and 3) meet all Minimum Qualifications identified in this posting. To be considered under this legislation you must submit all documentation before the closing date.

About Human Services Dept

DHS operates a highly specialized behavioral health care system that serves people with mental illness, substance abuse disorders, and developmental and intellectual disabilities. This includes psychiatric hospitals and other inpatient mental health treatment facilities; inpatient substance abuse treatment facilities; dental clinics, group homes, vocational sites, and sex offender treatment facilities.

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
• 12 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.