Office and Administrative Specialist Intermediate

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

Benefits offered by this job

Telework eligible

Job summary

The Minnesota Public Facilities Authority (MPFA) is seeking an Office and Administrative Specialist Intermediate to provide comprehensive administrative, clerical, and operational support. The role supports MPFA staff and leadership, coordinating meetings, preparing documents, maintaining records, assisting with contract processing, and serving as a liaison for internal and external stakeholders.

Telework eligible; the position emphasizes accuracy, organization, confidentiality, and the ability

Qualifications

• Knowledge of English grammar, spelling, punctuation, and sentence structure sufficient to draft, edit, and proofread routine documents.
• Skill in customer service sufficient to communicate effectively, provide information, and assist internal and external stakeholders professionally.
• Ability to maintain confidentiality and handle sensitive or regulated information.
• Ability to follow oral and written instructions to complete assigned tasks.
• Prioritize and organize work to meet deadlines.
• Use standard office software, equipment, and filing systems to complete daily work tasks.

Responsibilities

• Coordinate meetings, events, and related logistics, including board meetings and public notices.
• Prepare, proofread, format, and finalize contracts, resolutions, and official documents
• Maintain and organize electronic and physical records using OnBase and other systems.
• Serve as mail clerk; manage calls and process mail and deliveries.
• Assist staff with administrative tasks, document retrieval, and communications.
• Support special projects, reporting, and process improvements as assigned.

Skills

English grammar

Customer service

Confidentiality

Follow instructions

Prioritize and organize

Microsoft Office / standard office软件

Tools

OnBase

Microsoft 365

SWIFT

Job description

Office and Administrative Specialist Intermediate

The Minnesota Public Facilities Authority (PFA) is the State of Minnesota’s water infrastructure financing agency, providing financing to cities of all sizes throughout the state for water infrastructure construction projects. These projects are essential to protecting public health and the environment. PFA works collaboratively with other state agencies to help local officials meet their water infrastructure needs while keeping costs affordable for their residents.

Job Class: Office and Administrative Specialist, Intermediate
Agency: Public Facilities Authority

• Job ID: 96995
• Location: St. Paul
• Telework Eligible: Yes, may be eligible for some telework
• Full/Part Time: Full-Time
• Regular/Temporary: Unlimited
• Who May Apply: This vacancy is open for bids and for all qualified job seekers simultaneously. Bidders will be considered through 09/25/2026.
• Date Posted: 09/19/2026
• Closing Date: 09/25/2026
• Hiring Agency/Seniority Unit: Public Facilities Authority / AFSCME
• Division/Unit: Public Facilities Authority
• Work Shift/Work Hours: Day Shift, 8:00AM - 4:30PM
• Days of Work: Monday - Friday
• Travel Required: No
• Salary Range: $21.12 - $28.01 / hourly; $44,098 - $58,484 / annually
• Classified Status: Classified

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

This position provides comprehensive administrative, clerical, and operational support to the Minnesota Public Facilities Authority (MPFA). As a key resource to MPFA staff and leadership, the Office & Administrative Specialist Intermediate ensures smooth daily operations through scheduling and coordinating meetings, preparing and organizing documents, maintaining records, supporting contract processing, assisting with board meeting preparation, and serving as a point of contact for internal and external stakeholders.

The incumbent supports multiple program areas by performing document management, office clerk duties, mail handling, and other administrative tasks essential to MPFA’s financial, regulatory, and program activities. This position requires accuracy, strong organization, discretion with confidential materials, and the ability to provide professional, courteous service while balancing multiple priorities.

Key Responsibilities

• Coordinate meetings, events, and related logistics, including board meetings and public notices.
• Prepare, proofread, format, and finalize contracts, resolutions, and official documents
• Maintain and organize electronic and physical records using OnBase and other systems.
• Serve as mail clerk; manage calls and process mail and deliveries.
• Assist staff with administrative tasks, document retrieval, and communications.
• Support special projects, reporting, and process improvements as assigned.

This position is telework eligible. Staff are provided with the tools and equipment to be successful in a virtual work environment. Please note, the telework policy could change with notice based on business needs.

This posting may be used to fill multiple positions.

Qualifications

Minimum Qualifications

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. Only applicants whose resumes clearly demonstrate fulfillment of each of these minimum qualifications will be considered for this position.

• Knowledge of e nglish grammar, spelling, punctuation, and sentence structure sufficient to draft, edit, and proofread routine documents.
• Skill in c ustomer service sufficient to communicate effectively, provide information, and assist internal and external stakeholders professionally.
• Ability to maintain confidentiality and handle sensitive or regulated information.
• Ability to follow oral and written instructions to complete assigned tasks.
• Prioritize and organize work to meet deadlines.
• Use standard office software, equipment, and filing systems to complete daily work tasks.

Preferred Qualifications

• Experience with Minnesota’s Statewide Integrated Financial Tools (SWIFT).
• Experience working with document management systems such as OnBase.
• Experience with Microsoft 365 applications (Word, Excel, Outlook, Teams).
• Experience preparing meeting minutes or supporting boards, committees, or governance bodies.
• Experience in data entry, template formatting, and document indexing.
• 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.

Employment Records Check (current and former State employees only

Employment Reference Check

Conflict of Interest Review

Driver’s License and Records Check

The Minnesota Department of Employment and Economic Development will not sponsor applicants for work visas. All applicants must be legally authorized to work in the U.S.

Recently Separated Veterans (RSV) : Effective July 1, 2009, legislation provides that the top five RSV applicants who apply and meet the qualifications for a vacancy shall be granted an interview.

Certain Disabled Veterans : Effective August 1, 2012, legislation provides state agencies with the option to appoint certain disabled veterans on a non-competitive basis.

See the above links for criteria and eligibility.

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.

The Department of Employment and Economic Development is an equal opportunity, affirmative action, and veteran-friendly employer, and encourages all qualified candidates to apply for job opportunities. If you are an individual with a disability who needs assistance or cannot access the online job application and search tools, please contact Karen Lilledahl at [e-mail] . Please indicate what assistance is needed.