Office & Admin Specialist Int

State of Minnesota; Saint Paul (MN); Hybrid; USD 44,000 - 58,000; Full time

Benefits offered by this job

Hybrid telework

Job summary

State of Minnesota is seeking an HR Operations Assistant to provide administrative and receptionist support for the Human Resources office in a hybrid telework setup. Responsibilities include front desk duties, handling inquiries, managing the HR inbox, and assisting with New Employee Orientation and I-9 processing.

The role supports data reporting, retirement meeting coordination, and flu shot clinic coordination, with a day shift Monday–Friday schedule in St. Paul.

Qualifications

• Customer service skills to provide prompt and accurate information to clients, coworkers, and the public.
• Ability to explain laws, rules, regulations, standards, policies and procedures to customers, clients, and coworkers.
• Word processing and typing skills to prepare correspondence and documents.
• Spreadsheet skills to organize data from multiple sources, compile lists, and track projects and activities.
• Database software skills to enter data, retrieve information, manage databases, and generate reports.
• File management skills to scan and retrieve documents accurately in the EDMS or similar systems.

Responsibilities

• Provide front desk support to ensure HR office operates efficiently and respond to inquiries.
• Schedule attendance for New Employee Orientation and handle I-9s in HRIS; coordinate trainings for new hires.
• Assist with generating reports from State systems for labor negotiations support.
• Support Staffing by posting internal bids and preparing materials for job fairs.
• Perform other duties as assigned.

Skills

Customer service

Legal explanation

Word processing

Spreadsheet

Database

EDMS

Education

Post-secondary education in HR or related field

Tools

SWIFT

SEMA4

SWIFT Data Warehouse

Document Direct

Job description

Working Title: HR Operations Assistant

Job Class: Office and Administrative Specialist, Intermediate

Agency: Administration Dept

• Job ID : 96934

• Location : St. Paul

• Telework Eligible : Yes

• Full/Part Time : Full-Time

• Regular/Temporary : Unlimited

• Who May Apply : Open to all qualified job seekers

• Date Posted : 09/11/2026

• Closing Date : 09/17/2026

• Hiring Agency/Seniority Unit : Administration Dept / Administration-Confidential

• Division/Unit : Human Resources / HR Transactions & Payroll

• 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 : 217 - Confidential/Unrep

• 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.

Under general supervision, this position provides administrative and receptionist support to ensure that the Human Resources office operates efficiently and effectively. Responsibilities include front desk support, assisting visitors, responding to general inquiries, monitoring the general HR email inbox and main phone line, and performing general administrative tasks. The role also supports coordination of New Employee Orientation sessions and materials, administers and audits the I9 process, and runs reports and maintains logs as needed.

This position has access to and uses labor relations information as defined in M.S. 13.37; participates in meetings where state labor negotiation proposals are discussed; and will have access to agency strike plans.

Responsibilities

• Provide front desk support to ensure the HR office operates efficiently. This includes responding to general inquiries from employees, applicants, and the public; monitoring the HR email inbox; and retrieving and sorting mail to support timely, courteous, and consistent communication.
• Perform administrative tasks that support HR operations. This includes scheduling attendance for New Employee Orientation; completing and entering I-9s in the State’s HR information system; assigning and communicating required trainings to new hires; gathering information for data requests; completing employment verifications (including driver’s license checks); and entering performance reviews in the system. Coordinate dates and locations for retirement meetings and presentations and ensure notifications are sent to employees. Serve as the agency coordinator for the annual flu shot clinic.
• Assist with generating reports from State systems as requested, including those used to support labor negotiations.
• Support the Staffing team by posting internal bids and job opportunities, and preparing materials for job fairs as needed.
• Perform other duties as assigned.

This position is eligible for a hybrid telework arrangement. This is a front desk reception position, it requires a minimum of 3 on-site workdays per week, with Wednesday designated as one of those required days. Additional onsite attendance may be required as requested to meet business needs.

Completion of a telework agreement will be required. Please review the Telework Policy (https://mn.gov/mmb-stat/policies/1422-telework.pdf) for details.

Minimum Qualifications

• Customer service skills sufficient to provide prompt and accurate information to clients, coworkers, and customers in person, in writing, by phone, and through electronic communication.
• Ability to explain laws, rules, regulations, standards, policies and procedures to customers, clients, and coworkers.
• Word processing and typing skills sufficient to prepare correspondence and documents.
• Spreadsheet skills sufficient to organize data from multiple sources, compile lists, and track projects and activities.
• Database software skills sufficient to accurately enter data, retrieve information, manage databases, and generate reports.
• File management skills sufficient to scan and retrieve documents accurately in the Electronic Data Management System (EDMS) or similar systems.

Preferred Qualifications

• One (1) year of experience performing office support work (such as receptionist duties, word processing, data entry, filing, copying, and distributing information and materials) in a professional office setting with access to confidential information, preferably in Human Resources or Payroll Administration.
• Completion of post-secondary education in human resources or a related field.
• Experience using State systems such as SWIFT, SEMA4, SWIFT Data Warehouse, Document Direct, or other comparable systems.
• Experience working in a unionized environment, including interpreting and applying union contract language.
• Knowledge of the Minnesota Data Practices Act sufficient to respond appropriately to data requests.

Additional Requirements

Successful applicants must pass a criminal background check through American DataBank and employment reference checks prior to employment. A criminal history does not automatically disqualify an applicant, and each case will be reviewed individually in alignment with fair hiring practices.

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.