Contracted Services & Fleet Coordinator​/Office & Admin Specialist Sr

Job Summary

The position provides advanced administrative and operational coordination for the Minnesota State Patrol District Office by independently managing contracted escort service requests, administering district procurement and supply activities, and maintaining records in compliance with applicable policies and data privacy laws. The incumbent exercises independent judgment in coordinating vendor scheduling, processing data and case file requests, and ensuring the accuracy, timeliness, and integrity of electronic and physical records.

Serving as a key point of contact for internal and external stakeholders, the position supports efficient district operations through scheduling, document processing, transcription, and customer service functions, while also compiling and maintaining fleet data within the statewide M5 system to support cost tracking, equipment monitoring, and preventative maintenance efforts.

• Ability to read source documents and enter data in specific databases or tracking systems; accurately input, verify, and edit electronic data.
• Ability to prepare, edit, and finalize emails, memos, reports, and other documents with grammatically correct, proper format, and no spelling errors.
• Skill in customer service sufficient to provide prompt and accurate information to customers in person, on the phone, and through email and other written or electronic correspondence.
• Skill in document and records management sufficient to maintain electronic or paper files for efficient organization and retrieval of information.
• Ability to fluently communicate, read, understand, and respond to a variety of communications, such as customers’ questions, product catalogs, requisitions, purchase orders, detailed instructions and procedures, inventory records, and distribution lists.
• Ability to calculate and verify totals on reports, forms, requisitions, or bills using a calculator, computer, and/or other tools.
• Ability to explain laws, rules, regulations, standards, policies, and procedures to clients, coworkers, and customers.

• Ability to work cooperatively with individuals from diverse backgrounds and underserved communities.
• Experience with data privacy rules, policies, and procedures to comply with DPS, MSP and BCA rules and regulations, as well as federal and state laws regarding confidentiality of data.
• Experience with SWIFT Procurement System and statewide accounting procedures.
• Experience with asset management, working with vendors, and invoicing inventories.
• Legal and/or technical terminology related to law enforcement and court proceedings.
• Skill in word processing (Microsoft Word), spreadsheet (Microsoft Excel), and email (Microsoft Outlook) and entering data into legal databases.

Requires occasionally moving and transporting such items as file boxes and heavy hand tools or heavier materials with help from others, and moving and transporting light objects frequently. Even though the weights being moved and transported may be a negligible amount, a job in this category may require the position to move to a significant degree or may involve maintaining a stationary position for extended periods.

This position requires successful completion of the following:

• Criminal history
• Reference check
• Fingerprinting (MNJIS/REAL)
• SEMA4 records, personnel file and employment records (current and former state employees only)

• 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…