Office & Admin Specialist Int - Electronic Document Management Specialist, Lead

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

Benefits offered by this job

Paid vacation and sick leave

12 paid holidays

Pension plan

Job summary

The State of Minnesota's Direct Care & Treatment seeks an Electronic Document Management Specialist, Lead to oversee the intake, scanning, and processing of documents for the MSOP HIMS Support unit in Moose Lake. This role leads a team and collaborates with internal clients to ensure accurate digital records.

The position is full-time, day shift, Monday–Friday, with a strong emphasis on customer service, data integrity, and efficient document workflows.

Qualifications

• Leadwork skills to include planning, assigning, reviewing, training, and reporting on the work activities of employees.
• Customer service skills providing courteous, prompt, and accurate information to clients, staff and other stakeholders in person, on the phone, through email and other written or electronic correspondence.
• Data entry performance using Microsoft Office or similar data entry system sufficient to enter data into specific fields, receive, review and compare source documents to database information including locating, identifying, and correcting data entry errors.
• Database, documents and records management skills sufficient to navigate and utilize multiple database systems, software applications and using multiple monitors
• Specialized terminology including medical terminology or coding sufficient to read, write and speak in the medical and health field.
• Spreadsheets skills sufficient to utilize spreadsheet applications such as Microsoft Excel to enter, compile, store and retrieve data.
• Typing/keyboard skills using Microsoft Words or equivalent software, sufficient to produce documents such as emails and other correspondence in an efficient and timely manner.
• Physical demands of this position include lifting and moving paper boxes of 30 pounds; standing, sitting, pulling, ability to move arms on a continual basis to open, lift, sort, and file documents; perform repetitive tasks; sitting for computer work 95% of every day.

Responsibilities

• Receiving, retrieving, scanning, and processing documents from various departments to input into the appropriate electronic storage source.
• Timely communicating information regarding imagining processes and needs with both internal and external clientele concerning documents, verify ability to share information and identify the status of the document.
• Act as a team lead, train new staff and report the status of the project to leadership
• Manage time appropriately to ensure work is completed and the goals and objectives of the team/department are met.
• Promotes a positive image of the facility with emphasis on customer service by treating clients, co-workers, and other staff with courtesy and respect.

Skills

Leadwork

Customer service

Data entry

Database management

Medical terminology

Excel proficiency

Typing

Physical stamina

Tools

FileNet

Phoenix

Electronic Document Management System (EDMS)

Avatar

Job description

Job Information

• Working Title: Electronic Document Management Specialist, Lead
• Job Class: Office and Administrative Specialist, Intermediate
• Agency: Direct Care and Treatment
• Job ID: 97503
• Location: Moose Lake
• Telework Eligible: No
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 10/06/2026
• Closing Date: 10/12/2026
• Hiring Agency/Seniority Unit: Direct Care and Treatment / DCT Moose Lake AFSCME
• Division/Unit: MSOP / MSOP HIMS Support
• 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: MSOP HIMS Support
• FLSA Status: Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities: 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 Minnesota Sex Offender Program (MSOP) is a residential, sex offense specific treatment program in a modified therapeutic community and secure setting that provides services to over 700 individuals who have been civilly committed for sexual offending. MSOP is a national leader in the industry and is committed to providing services on the leading edge of the comprehensive evaluation, treatment, and management of clients. MSOP has facilities in Moose Lake and St. Peter, MN.

Responsibilities

• Receiving, retrieving, scanning, and processing documents from various departments to input into the appropriate electronic storage source.
• Timely communicating information regarding imagining processes and needs with both internal and external clientele concerning documents, verify ability to share information and identify the status of the document.
• Act as a team lead, train new staff and report the status of the project to leadership
• Manage time appropriately to ensure work is completed and the goals and objectives of the team/department are met.
• Promotes a positive image of the facility with emphasis on customer service by treating clients, co-workers, and other staff with courtesy and respect.

Minimum Qualifications

• Leadwork skills to include planning, assigning, reviewing, training, and reporting on the work activities of employees.
• Customer service skills providing courteous, prompt, and accurate information to clients, staff and other stakeholders in person, on the phone, through email and other written or electronic correspondence.
• Data entry performance using Microsoft Office or similar data entry system sufficient to enter data into specific fields, receive, review and compare source documents to database information including locating, identifying, and correcting data entry errors.
• Database, documents and records management skills sufficient to navigate and utilize multiple database systems, software applications and using multiple monitors
• Specialized terminology including medical terminology or coding sufficient to read, write and speak in the medical and health field.
• Spreadsheets skills sufficient to utilize spreadsheet applications such as Microsoft Excel to enter, compile, store and retrieve data.
• Typing/keyboarding skills using Microsoft Words or equivalent software, sufficient to produce documents such as emails and other correspondence in an efficient and timely manner.
• Physical demands of this position include lifting and moving paper boxes of 30 pounds; standing, sitting, pulling, ability to move arms on a continual basis to open, lift, sort, and file documents; perform repetitive tasks; sitting for computer work 95% of every day.

Preferred Qualifications

• Experience within the records management field, or electronic medical records.
• Experience with data systems such as FileNet, Phoenix, Electronic Document Management System (EDMS) and Avatar. Knowledge of the provisions of Minnesota Government Data Practices, Federal Health Insurance Portability and Accountability Act (HIPAA) laws and records best practices.
• 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.

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 – Direct Care & Treatment 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.

Contact

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

To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Samantha DeVries at [e-mail].

If you are an individual with a disability and need an ADA accommodation for an interview, you may contact Direct Care & Treatment's Office of Equal Opportunity at [e-mail] or call 651-539-7243.

CERTAIN DISABLED VETERANS

Effective August 1, 2012, legislation provides state agencies with the option to appoint certain disabled veterans on a noncompetitive basis if they: 1) meet service requirements and have a verified service-connected disability rating of at least 30%; 2) provide qualifying documentation verifying the disability; and 3) meet all Minimum Qualifications identified in this posting. To be considered under this legislation you must submit all documentation before the closing date to: [e-mail].

About Direct Care And Treatment

DCT operates a highly specialized behavioral health care system that serves people with mental illness, substance abuse disorders, and developmental and intellectual disabilities. This includes psychiatric hospitals and other inpatient mental health treatment facilities; inpatient substance abuse treatment facilities; dental clinics, group homes, vocational sites, and sex offender treatment facilities.

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
• Annual pay increases
• 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.