Office & Admin Specialist Int

State of Minnesota; Anoka (MN); On-site; USD 44,000 - 58,000; Full time

Job summary

The State of Minnesota is seeking an Office & Admin Specialist Intermediate in Anoka to provide technical and administrative support within the Health Information Management Services. The incumbent will analyze medical records for completeness according to DCT standards.

Primary responsibilities include maintaining accurate medical records, responding to requests, protecting patient information, and processing electronic information using the EHR.

Qualifications

• Customer service skills to communicate with clients, including walk-ins and calls.
• Data entry skills to create and update records; basic spreadsheet use.
• Typing and keyboarding to complete reports, letters, and data summaries.
• Document management, scanning, indexing and quality control.
• Spreadsheets skills to develop and modify basic sheets; sort and extract data.
• English language skills to read, write and understand medical/treatment records.

Responsibilities

• Maintain accurate medical records per standards and requirements.
• Respond to information requests from external entities, including law enforcement.
• Review release authorizations to protect patient information and ensure timely responses.
• Perform Health Information Management duties to support admissions and related functions.
• Manage patient reporting to maintain census accuracy.
• Process electronic clinical and legal information using the EHR system.

Skills

Customer service

Data entry

Typing

Spreadsheets

Document management

English proficiency

Tools

Electronic Health Record

Job description

• Working Title: Office & Admin Specialist Int
• Job Class: Office and Administrative Specialist, Intermediate
• Agency: Direct Care and Treatment
• Job ID : 97554
• Location : Anoka
• Telework Eligible : No
• Full/Part Time : Full-Time
• Regular/Temporary : Unlimited
• Who May Apply : Open to all qualified job seekers
• Date Posted : 10/07/2026
• Closing Date : 10/13/2026
• Hiring Agency/Seniority Unit : Direct Care and Treatment / DCT Central Office AFSCME
• Division/Unit : AMRTC / DCT HIMS Anoka
• 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 : Health Information Management Services
• FLSA Status : Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : Yes

Direct Care & Treatment (DCT) is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DCT does not participate in E-Verify.

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 and Administrative Specialist, Intermediate provides technical and administrative support to Direct Care and Treatment (DCT) within the Health Information Management Services Department. The incumbent is expected to analyze medical records for completeness according to DCT standards.

Primary Responsibilities Include:

• Maintaining accurate medical records in accordance with applicable standards and requirements.
• Responding to requests for information requested by external entities including law enforcement agencies.
• Reviewing authorizations for the release of information requests to ensure that patient information is protected, and responses are timely, accurate and compliant.
• Perform HIMS related work as needed and required so medical records, admissions, and other necessary functions are carried out efficiently and effectively.
• Managing the facilities patient reporting process to maintain accurate patient census records.
• Processing electronic clinical and legal patient information by charting and scanning medical record and legal documents using the Electronic Health Record.
• 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 communicate information to clients, including phone calls and walk-in contacts in helpful and courteous manner.
• Data Entry skills sufficient to create database records and update entries or create and apply the basics of spreadsheets and supply/retrieve information in databases.
• Math skills sufficient to add, subtract, divide, and calculate averages.
• Specialized terminology medical terminology or coding; document management; scanning, indexing and quality control.
• Spreadsheets skills sufficient to develop and modify basic spreadsheets, and sort and extract data.
• Typing/keyboarding skills sufficient to complete a variety of reports, letters, forms, and data summaries.
• Word processing skills sufficient to develop and modify a variety of correspondence, records, and reports; develop forms and charts.
• English language skills sufficient to read, write, and understand with proficiency in spelling, grammar, and punctuation used in medical/treatment records.

Preferred Qualifications

• 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.

Physical Requirements

• This position includes standing, sitting, pulling, stooping.
• Ability to lift and move paper and batched documents of up to 20 pounds.
• Ability to move arms on a continual basis sufficient to open mail, sort, and file documents.

Additional Requirements

To facilitate proper crediting, 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.

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.

Direct Care & Treatment (DCT) healthcare facilities require employees to provide documentation that they are free from tuberculosis (TB) through a blood test prior to employment. DCT does not accept TB skin testing.

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 [e-mail] . Please indicate what assistance is needed.