Document Services Administrator-Office & Admin Specialist Sr

Minnesota Pollution Control Agency; Saint Paul (MN); On-site; USD 47,000 - 64,000; Full time

Job summary

Minnesota Pollution Control Agency in St. Paul is seeking a Document Services Administrator to lead the agency’s document review team and handle high-volume information requests. You will coordinate the agency’s responses across programs and maintain filing systems for easy access to records.

The role requires strong data research, writing, and customer service skills while supporting daily operations. The position emphasizes independent work and teamwork, with day shifts, Monday–Friday, and

Qualifications

• Skill in database management sufficient to research, maintain, update and retrieve information from database systems.
• Proficiency using computer programs (e.g., Microsoft office products, Word, Excel, Power Point, Teams, Intranet/internet, Outlook, ShareBase) and equipment (e.g. computer, facsimile, scanner, photocopier, label machines).
• Skill in organizing, prioritizing, problem-solving and decision making. Ability to clearly define problems and offer alternative solutions, set priorities and organize work sufficient to carry out daily tasks and stay on target with long-term projects.
• Lead worker skills to administer a complex program, provide guidance and support to staff, and manage responsibilities with a minimum amount of supervision.
• Interpersonal skills sufficient to monitor, prioritize, assign and oversee the work of others to ensure business needs are met.
• Demonstrated ability to work independently and on a team to provide high quality, prompt, courteous and accurate customer service.
• Ability to deal effectively with members of the public and with internal staff/management.
• Technical and administrative writing skills, including Business English, grammar and spelling, necessary to organize and effectively present ideas to the intended audience.

Responsibilities

• Lead a team in responding to standard information requests from external customers.
• Coordinate agency responses across diverse staff and program areas as needed.
• Maintain document filing systems for easy access and inspection.
• Research multiple databases to locate relevant material for requests.
• Support productivity and excellent customer service goals.

Skills

Database management

Microsoft Office

Organizational skills

Lead worker

Interpersonal skills

Independent & team work

Customer service

Written communication

Tools

OnBase

Tempo

Job description

• Telework Eligible: No
• Education Verification

Working Title: Document Services Administrator

Job Class: Office and Administrative Specialist, Senior

Agency: Pollution Control Agency

• Job ID: 97272
• 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: 09/26/2026
• Closing Date: 10/09/2026
• Hiring Agency/Seniority Unit: Pollution Control Agency / Pollution Control-AFSCME
• Division/Unit: Operations Division / Document Services Unit
• Work Shift/Work Hours: Day Shift
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $22.62 - $30.62 / hourly; $47,230 - $63,934 / annually
• Classified Status: Classified
• 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.

As a document services administrator at the Minnesota Pollution Control Agency, this position is the agency's expert in document file reviews. This position will lead a team of associates in the agency’s response to standard information requests. The incumbent will coordinate the agency’s response to high profile, complex information requests submitted by external customers by collaborating with diverse agency staff at all levels of the agency as needed to through oral or written communication. The incumbent assists in maintaining document filing systems for the agency and provides administrative support so that paper and electronic documents and correspondence are easily and readily available for use and inspection. Respond to large volumes of information requests by researching multiple databases across multiple program areas for relevant material. Lead a team in achieving productivity and efficiency goals and excellent customer service.

Minimum Qualifications

• Skill in database management sufficient to research, maintain, update and retrieve information from database systems.
• Proficiency using computer programs (e.g., Microsoft office products, Word, Excel, Power Point, Teams, Intranet/internet, Outlook, ShareBase) and equipment (e.g. computer, facsimile, scanner, photocopier, label machines).
• Skill in organizing, prioritizing, problem-solving and decision making. Ability to clearly define problems and offer alternative solutions, set priorities and organize work sufficient to carry out daily tasks and stay on target with long-term projects.
• Lead worker skills to administer a complex program, provide guidance and support to staff, and manage responsibilities with a minimum amount of supervision.
• Interpersonal skills sufficient to monitor, prioritize, assign and oversee the work of others to ensure business needs are met.
• Demonstrated ability to work independently and on a team to provide high quality, prompt, courteous and accurate customer service.
• Ability to deal effectively with members of the public and with internal staff/management.
• Technical and administrative writing skills, including Business English, grammar and spelling, necessary to organize and effectively present ideas to the intended audience.

Preferred Qualifications

• Experience using OnBase and Tempo.
• Experience in giving presentations and leading group meetings.
• Experience in the principles and practices of office management and their application.
• Records management experience.
• Knowledge of data practices regarding records and records retention.
• Experience training others to perform tasks.

Physical Requirements

Requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. Even though the weights being lifted may only be a negligible amount, a job is in this category may require walking or standing to a significant degree or may involve sitting most of the time with a degree of pushing and pulling of arm and/or leg controls.

Additional Requirements

• Position duties may require travel but driving is not a minimum qualification or essential function of this position. Employees who may drive for state business will need their driver’s license checked prior to operating a state vehicle.
• It is the policy of the Minnesota Pollution Control Agency that all candidates submit to a background check prior to employment. The background check may consist of the following components:
  • Conflict of Interest Review
  • Criminal History Check
  • Education Verification
  • Employment Reference / Records Check
  • License / Certification Verification where applicable

About Pollution Control Agency

Our mission is to protect and improve the environment and human health. We work with many partners (citizens, communities, and businesses, all levels of government, environmental groups and educators) to prevent pollution, conserve resources, and to help ensure polluting does not have disproportionate impact on any groups of people. We emphasize work-life balance with flex schedules, compressed schedules, and options to telework for some positions.

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.

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.