Administrative Specialist/Office and Administrative Specialist, Intermediate

Minnesota Direct Care and Treatment; Saint-Paul; On-site; CAD 62,000 - 83,000; Full time

Job summary

The Labor & Industry Department in Minnesota seeks a full-time administrative support specialist for the MN OSHA division. This office-based role runs Day Shift 8:00 am–4:30 pm, Monday to Friday, with no travel.

Provide support to directors and supervisors, prepare citation packets, respond to information requests, schedule conferences, manage reports, and assist with inspection processes. Background check required.

Qualifications

• Proficiency with Excel or Google Sheets for data entry and reports.
• Typing skills to schedule meetings and write correspondence.
• Ability to run basic queries and analyze data.
• Strong customer service and professional communication.

Responsibilities

• Provide administrative support to directors and supervisors.
• Issue citation packets and respond to information requests.
• Schedule informal conferences and back up front desk.
• Process inspection reports and track abatements.
• Maintain and generate various reports.
• Perform other duties as assigned.

Skills

Excel/Sheets

Typing/Word

Database queries

Customer service

Clear communication

Tools

Microsoft Word

Microsoft Excel

Google Sheets

Job description

• Telework Eligible: No
• Work Shift/Work Hours: Day Shift - 8:00 am - 4:30 pm

• Job ID: 97260
• Location: St. Paul
• Telework Eligible: No
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 09/25/2026
• Closing Date: 10/01/2026
• Hiring Agency/Seniority Unit: Labor & Industry Dept / Labor and Industry-AFSCME
• Division/Unit: Dept of Labor & Industry / OSH Administrative Support
• Work Shift/Work Hours: Day Shift - 8:00 am - 4:30 pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $21.12 - $28.01 / hourly; $44,099 - $58,485 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• Work Area: OSH Administrative Support
• 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.

This position is full-time in the office.

Provide administrative assistance to Minnesota OSHA (MNOSHA) to ensure the Division's goals and objectives to be accomplished.

Responsibilities Include

• Administrative support to directors and supervisors
• Issue citation packets
• Respond to requests for information
• Schedule informal conferences
• Provide backup assistance to team members, Commissioners Office, and to the front desk reception
• Assist with processing inspection reports, tracking abatements, processing requests for extensions, and closing files after determining no further action is required
• Maintain and generate various reports
• Perform other duties as assigned

Minimum Qualifications

• Skill in using spreadsheet applications, such as Microsoft Excel or Google Sheets to enter, compile, store, and retrieve data.
• Skill in Keyboarding/typing, using Microsoft Word or equivalent software, sufficient to coordinate and schedule meetings and appointments with multiple parties, and compose correspondence in an efficient and timely manner.
• Database management sufficient to set up and run basic queries, review, and analyze data, and identify problem areas.
• Customer service skills sufficient to provide prompt, courteous, and accurate information to a variety of customers over the phone, in person and through email and other written or electronic correspondence.
• Ability to communicate in a clear, concise, and professional manner to both internal and external customers.

Preferred Qualifications

• Organization skills and attention to detail sufficient to accurately manage a variety of tasks and shifting priorities.
• Ability to communicate effectively with individuals from a wide range of backgrounds, including those who may not share your same culture, ethnicity, language, or common experiences.
• Language skills other than English (Somali, Spanish, Hmong, Karen or ASL).

Additional Requirements

It is the policy that all final candidates submit to a background investigation prior to employment. The background check may consist of the following components: SEMA4 Records Check, Employment Reference Check, Driver’s License Check, Education/License Verification.

Qualifications

Effective July 1, 2009, legislation provides that the top five Recently Separated Veterans, who apply and meet the qualifications for the vacancy, must be granted an interview. To be considered a Recently Separated Veteran, you must meet all the following criteria:

• Have separated under honorable conditions from any branch of the armed forces of the United States;
• Have served on active duty for 181 consecutive days or more or for the full period ordered to active duty OR have separated by reason of disability incurred while serving on active duty;
• Be a United States citizen or resident alien;
• Have served in active military service at any time on or after September 11, 2001, as shown on your form DD-214.

To be considered under this legislation, you must meet all of the Minimum Qualifications identified in this posting; meet all of the above RSV criteria; and submit a copy of your DD-214 form by the closing date via mail, e-mail or fax to: Jenny Karjala 443 Lafayette Road N, St. Paul, MN 55155, or [e-mail].

Effective August 1, 2012, Legislation Provides State Agencies With The Option To Appoint Certain Disabled Veterans On a Non-competitive Basis If You Meet All Of The Following Criteria

• Meet service requirements and have a verified service-connected disability rating of at least 30%.
• Provide qualifying documentation verifying the disability.
• Meet all of the Minimum Qualifications identified in this posting.

To be considered under this legislation you must submit all documentation by the closing date via mail, e-mail or fax to: Jenny Karjala 443 Lafayette Road N, St. Paul, MN 55155, or [e-mail], or fax [phone].

The Department of Labor and Industry ensures Minnesota’s work and living environments are equitable, healthy and safe. The agency oversees the state's programs for apprenticeship, construction codes and licensing, dual-training pipeline, occupational safety and health, wage and hour standards, workers' compensation and youth skills training programs.

Contact

If you have questions about this position, contact Jenny Karjala at [e-mail] or 651-284-5474.

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 Jenny Karjala at [e-mail].

About Labor & Industry Dept

The Department of Labor and Industry ensures Minnesota’s work and living environments are equitable, healthy and safe. The agency oversees the state's programs for apprenticeship, construction codes and licensing, dual-training pipeline, occupational safety and health, wage and hour standards, workers' compensation, and youth skills training programs.

Working together to improve the state we love.

• A sense of purpose in their work
• Connection with their coworkers and communities
• Opportunities for personal and professional growth

Benefits

As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.

Your Benefits May Include

• Paid vacation and sick leave
• 12 paid holidays each year
• Low-cost medical, dental, vision, and prescription drug plans
  • Fertility care, including IVF
  • Diabetes care
  • Dental and orthodontic care for adults and children
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury
• Tax‑free expense accounts for health, dental, and dependent care
• Resources that provide support and promote physical, emotional, social, and financial well‑being

Support To Help You Reach Your Career Goals

• Training, classes, and professional development
• Tuition reimbursement
• Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov)

Employee Assistance Program (EAP) For Work/life Support

• A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well‑being, or job performance
• Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues
• Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care

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.

EQUAL OPPORTUNITY EMPLOYERS

Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Applicants With Disabilities

Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email [e-mail] and let us know the support you need.