Office & Admin Specialist Int

Working Title: HR Operations Assistant

Job Class:
Office and Administrative Specialist, Intermediate

• Job
• 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
• FLSA Status:
  Nonexempt
• Designated in Connect 700 Program for Applicants with Disabilities:
  Yes

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.

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.

• 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.

• 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…