Office and Administrative Specialist Intermediate

Job Class: Office and Administrative Specialist, Intermediate

Agency: Public Facilities Authority

• Job ID : 96995

• 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. Bidders will be considered through 09/25/2026.

• Date Posted : 09/19/2026

• Closing Date : 09/25/2026

• Hiring Agency/Seniority Unit : Public Facilities Authority / AFSCME

• Division/Unit : Public Facilities Authority

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

• Days of Work : Monday - Friday

• Travel Required : No

• Salary Range: $21.12 - $28.01 / hourly; $44,098 - $58,484 / annually

• Classified Status : Classified

• Bargaining Unit/Union : 206 - Clerical/AFSCME

• Work Area : St. Paul

• FLSA Status : Nonexempt

• Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : 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.

This position provides comprehensive administrative, clerical, and operational support to the Minnesota Public Facilities Authority (MPFA). As a key resource to MPFA staff and leadership, the Office & Administrative Specialist Intermediate ensures smooth daily operations through scheduling and coordinating meetings, preparing and organizing documents, maintaining records, supporting contract processing, assisting with board meeting preparation, and serving as a point of contact for internal and external stakeholders.

The incumbent supports multiple program areas by performing document management, office clerk duties, mail handling, and other administrative tasks essential to MPFA’s financial, regulatory, and program activities. This position requires accuracy, strong organization, discretion with confidential materials, and the ability to provide professional, courteous service while balancing multiple priorities.

Key Responsibilities

• Coordinate meetings, events, and related logistics, including board meetings and public notices.

• Prepare, proofread, format, and finalize contracts, resolutions, and official documents

• Maintain and organize electronic and physical records using OnBase and other systems.

• Serve as mail clerk; manage calls and process mail and deliveries.

• Assist staff with administrative tasks, document retrieval, and communications.

• Support special projects, reporting, and process improvements as assigned.

This position is telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) 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.

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 english grammar, spelling, punctuation, and sentence structure sufficient to draft, edit, and proofread routine documents.

• Skill in customer service sufficient to communicate effectively, provide information, and assist internal and external stakeholders professionally.

• Ability to maintain confidentiality and handle sensitive or regulated information.

• Ability to follow oral and written instructions to complete assigned tasks.

• Prioritize and organize work to meet deadlines.

• Use standard office software, equipment, and filing systems to complete daily work tasks.

Preferred Qualifications

• Experience with Minnesota’s Statewide Integrated Financial Tools (SWIFT).

• Experience working with document management systems such as OnBase.

• Experience with Microsoft 365 applications (Word, Excel, Outlook, Teams).

• Experience preparing meeting minutes or supporting boards, committees, or governance bodies.

• Experience in data entry, template formatting, and document indexing.

• 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.

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 651-259-3637 or email [email protected] . Please indicate what assistance is needed.