Office & Admin Specialist Int

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

Benefits offered by this job

Paid vacation and sick leave

12 paid holidays

Low-cost medical, dental, vision, and药

Pension plan and retirement benefits

Life insurance

Disability insurance

Tax-free expense accounts

Job summary

State of Minnesota's Administration Dept is seeking an HR Operations Assistant to provide front desk support, manage HR inquiries, and assist with I-9 administration and reporting. This full-time role blends receptionist duties with HR operations in a hybrid work environment.

Responsibilities include coordinating New Employee Orientation, maintaining the HR email inbox, processing data requests, and supporting the Staffing team with postings and job fairs.

Qualifications

• Customer service skills to provide prompt, accurate information in person, writing, phone, and electronic channels.
• Ability to explain laws, rules, and policies to customers and coworkers.
• Typing and word processing to prepare correspondence and documents.
• Spreadsheet skills to organize data and track projects.
• Database software to enter data, retrieve information, and generate reports.
• Familiarity with EDMS or similar file management systems.

Responsibilities

• Provide front desk support and answer inquiries from employees, applicants, and the public.
• Manage HR email inbox, monitor communications, and sort mail for timely responses.
• Schedule New Employee Orientation and enter I-9s in the HR system; coordinate trainings.
• Generate reports from state systems and support labor negotiations as needed.
• Post internal job opportunities and assist with job fairs; perform other duties as assigned.

Skills

Customer service

Communication

Typing

Word processing

Spreadsheet

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
• 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

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.

Job Summary

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 include:

• 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 for details.

Qualifications

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.

About Administration Dept

The Department of Administration is a core service agency serving the Governor, legislature, state agencies, local governments, and the public. Its mission is to provide leadership, innovation, solutions, and support to help our partners succeed.

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

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
• 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.