Office and Administrative Specialist, Intermediate

Minnesota Department of Corrections; Minnesota City (MN); On-site; USD 43,000 - 57,000; Full time

Job summary

The Minnesota Department of Corrections seeks an Office and Administrative Specialist Intermediate in Winona to deliver critical administrative support within the Community Services Division. You will handle data entry, document processing, and daily office operations to keep workflows efficient and compliant.

The role requires managing databases, safeguarding privacy, and serving as a hub between courts, law enforcement, facilities, offenders, victims, and the public.

Qualifications

• Data entry to enter client information into CSTS, Chrono, S3, COMS, or BCA.
• Database management to maintain, update, and retrieve data in CSTS, Chrono, S3, COMS, and BCA.
• Business English to compose and edit correspondence with correct grammar.
• English speaking skills to communicate with supervisors, court staff, law enforcement, and DOC.
• Customer service to provide prompt, courteous information to customers.
• Word processing to draft letters, memos, and reports.

Responsibilities

• Provide administrative assistance, secretarial services, and office management.
• Coordinate communications between courts, law enforcement, facilities, and the public.
• Maintain and access complex databases with attention to privacy requirements.
• Prepare letters, reports, and records with accuracy and timeliness.

Skills

Data entry

Database management

Business English

English speaking

Customer service

Word processing

Education

Two or more years post-secondary education

Tools

CSTS

Chrono Database

S3

COMS

BCA

Job description

• Telework Eligible: No

Working Title: Office & Admin Specialist Intermediate

Job Class: Office and Administrative Specialist, Intermediate

Agency: Corrections Dept

• Job ID: 97602
• Location: Winona
• Telework Eligible: No
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: Open to all qualified job seekers
• Date Posted: 10/9/2026
• Closing Date: 10/19/2026
• Hiring Agency: Department of Corrections
• Division/Unit: Community Services/Field Services
• Work Shift/Work Hours: Day Shift/ 8:00am - 4:30pm
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $20.76 - $27.53 / hourly; $43,346 - $57,482 / annually
• Classified Status: Classified
• Bargaining Unit/Union: 206 - Clerical/AFSCME
• 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.

The Minnesota Department of Corrections (DOC) is seeking a highly organized, independent, and proactive Office and Administrative Specialist Intermediate to provide critical administrative assistance, secretarial services, and comprehensive office management within the Community Services Division in the Winona Field Services District Office.

The ideal candidate will manage complex database systems, navigate data privacy laws, and act as a vital communication hub between local courts, law enforcement, correctional facilities, offenders, victims, and the general public. This role requires a high degree of independent judgment, an ability to handle complex problem-solving under pressure, and a commitment to advancing the DOC's mission of public safety and positive community impact.

We offer competitive pay and great benefits including paid vacation and sick leave with 12 paid holidays each year, retirement/pension plan, insurance (low-cost medical, dental, vision, life), short-term and long-term disability, paid parental leave, employer-paid life insurance, wellness resources and more!

Transforming lives for a safer Minnesota in Winona, located in the southeastern corner of Minnesota approximately 50 miles east of Rochester, MN and 30 miles northwest of LaCrosse, WI.

Minimum Qualifications

• Skills in data entry sufficient to enter client information into database systems, such as CSTS, Chrono Database, Statewide Supervision System (S3), Correctional Operations Management System (COMS) and Bureau of Criminal Apprehension (BCA).
• Skills in database management sufficient to maintain, update, and retrieve information from database systems, such as CSTS, Chrono Database, S3, COMS, and BCA.
• Skills in business English sufficient to compose and edit correspondence and reports using proper grammar, punctuation and spelling.
• English speaking skills sufficient to communicate effectively with a wide variety of individuals, including supervisors, probation agents, court administrators, law enforcement and DOC employees.
• Skills in customer service sufficient to provide prompt, courteous, and accurate information to customers over the phone and in person.
• Skills in word processing sufficient to draft letters, memos, and reports

Preferred Qualifications

• Two or more years post-secondary education.
• Experience entering data into database systems such as CSTS, Chrono Database, S3, COMS and/or BCA.
• Experience working in a criminal justice setting.
• Experience working in an office/clerical setting.
• Experience related to court administration, which includes the review of criminal court documents.

Physical Requirements

The selected finalist may be required to review and sign a Physical Demands Analysis (PDA) for this position. For a copy of the PDA, please email Teresa Moen at [e-mail]

Additional Requirements

The selection process may include screening the top candidate(s) on their criminal history, predatory offender registration, offender associations and/or other applicable background information in accordance with Department of Corrections' policy. Top candidate(s) must pass a criminal history check which includes successful completion of all sentencing and/or restitution requirements of law enforcement jurisdictions, including probation.

Employment history/reference checks, including incidents of sexual harassment, will also be conducted on the top candidate(s) in accordance with Department of Corrections' policy. This may include a review of job performance and discipline records.

New employees will be fingerprinted within the first 30 days of employment.

The Minnesota Department of Corrections (DOC) does not participate in E-Verify. The DOC will not sponsor applicants for work visas, including F-1 STEM OPT extensions. All applicants must be legally authorized to work in the United States.

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.

Contact

If you have questions about this position, contact Teresa Moen at [e-mail] or 651-361-7592.

About Corrections Dept

Go from a job to a meaningful career with the Minnesota Department of Corrections where we work to transform lives for a safer Minnesota! We hold people responsible for the offenses they commit while giving them the tools they need to succeed as they transition back to our communities. These people may be incarcerated in our correctional facilities or be under our supervision in the community. No matter a person's custody status, our mindset is the same: a person's path to rejoining the community starts on the day they begin serving their sentence. Become part of this mindset by joining our team! With the DOC you will find many promotional opportunities, great State of Minnesota benefits, competitive pay, free parking, and workout facilities at most locations.

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
• 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.