AEAP Administrative Assistant - Customer Svcs Specialist Int

Minnesota Department of Public Safety - DPS; Saint Paul (MN); Hybrid; USD 29,000 - 39,000; Full time

Benefits offered by this job

Health insurance

Paid vacation and sick leave

12 paid holidays each year

Retirement plan

Life insurance

Disability insurance

Job summary

The Minnesota Department of Public Safety – Office of Justice Programs seeks an AEAP Administrative Assistant to support the Crime Victim Reimbursement program. This role handles billing, data entry, and communications with victims, providers, and agencies.

Typical duties include monitoring claims, coordinating with medical providers, and serving as a backup receptionist. This is a temporary, full-time position with telework eligibility up to 50% and a day shift.

Qualifications

• Clear communication to explain procedures, rules and regulations to customers.
• Provide prompt, accurate information to customers via phone and email.
• Proficient with standard software for word processing, spreadsheets, and databases.
• Maintain and monitor records and data accuracy.
• Perform arithmetic checks on medical billing records.

Responsibilities

• Gather billing information, lost wage and insurance details to calculate awards.
• Monitor pending claims to determine actions to move them forward.
• Coordinate with providers to submit billing forms and medical records electronically.
• Serve as backup receptionist for the Office of Justice Programs.
• Assist with information requests and materials.

Skills

Communication

Customer Service

Computer Skills

Database

Math Skills

Job description

Working Title: AEAP Administrative Assistant - Customer Svcs Specialist Int

Job Class: Customer Service Specialist, Intermediate

Agency: Public Safety Dept

• Job ID: 98193
• Location: St. Paul
• Telework Eligible: Yes
• Full/Part Time: Full-Time
• Regular/Temporary: Temporary
• Who May Apply: Open to all qualified job seekers
• Date Posted: 11/03/2026
• Closing Date: 11/16/2026
• Hiring Agency/Seniority Unit: Public Safety Dept / Public Safety-AFSCME
• Division/Unit: Office of Justice Programs / OJP Crime Victim Reimbursement
• Work Shift/Work Hours: Day Shift
• 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: OJP
• End Date: 1 year (anticipated December 2028)
• FLSA Status: Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities: No

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.

The Office of Justice Programs (OJP) at the Department of Public Safety provides leadership and resources to reduce crime, improve the functioning of the criminal justice system, and assist crime victims. This position exists to administer state and federal grant programs relating to violence prevention and intervention, youth intervention, criminal justice, and juvenile justice. Learn more about OJP at https://dps.mn.gov/divisions/ojp/about-ojp.

This posting will be used to fill two (2) positions anticipated to last approximately one (1) year.

These positions serve as Administrative Assistants for the Office of Justice Programs, Minnesota Crime Victims Reimbursement Program under the Antiterrorism and Emergency Assistance Program (AEAP). In this role you will communicate and work with victims, applicants, victim services and medical providers, funeral providers, employers, consolidated billing offices, collection agencies, and insurance companies to support victim reimbursement activities.

Key responsibilities

• Gathering all the billing information, lost wage and/or loss of support information, and insurance information necessary to calculate awards on all eligible claims.
• Monitoring and analyzing pending claims to determine appropriate actions to move the claims forward.
• Working with providers to set up and maintain their contact information, and develop procedures for submitting billing forms and medical records electronically.
• Serving as a backup receptionist for the Office of Justice Programs.
• Assisting with the office’s response to requests for information and materials.

Employees may telework up to 50%, depending on the position and the needs of the division.

The Department of Public Safety is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DPS does not participate in E-Verify.

Minimum Qualifications

To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed.

• Communication skills to explain the procedures, rules, and regulations so that others understand the information they are being given.
• Customer service skills to provide prompt and accurate information to customers on the phone and through email and other written or electronic correspondence with accuracy.
• Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files.
• Database and records management skills sufficient to enter, retrieve, and monitor data.
• Math skills to compare, maintain, and inquire about pending medical billing records.

Preferred Qualifications

• Ability to work cooperatively with individuals from diverse backgrounds and underserved communities.
• Knowledge of medical records systems and databases.
• Knowledge and understanding of state and federal laws, rules, policies and procedures pertaining to the Reimbursement Board.
• Organizational and time management skills to prioritize tasks and manage workloads.

Physical Requirements

Requires occasionally moving and transporting such articles as file folders and small tools. May need to maintain stationary position for long periods of time while carrying out job duties.

Additional Requirements

It is the policy of the Department of Public Safety that all employees submit to a background investigation prior to employment, including the following components:

• criminal history
• reference check
• SEMA4 records, personnel file and employment records (current and former state employees only).

The Department of Public Safety is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DPS does not participate in E-Verify.

Contact

If you have questions about this position, contact Jessica Fenlon at [e-mail].

About Public Safety Dept

The Minnesota Department of Public Safety (DPS) is a diverse, complex agency dedicated to serving communities across the state. DPS has 10 public facing and four support divisions with about 2,400 dedicated employees operating programs statewide that all have one goal: Building a safer Minnesota.

Working together to improve the state we love

What do Minnesota's State employees have in common?

• 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.