Administrative Specialist

POSTING TYPE: Open Competitive
DEPARTMENT: Community Corrections
HOURS: Full-time, Days 8:00 AM - 4:30 PM
FULL SALARY RANGE: $56,217.00- $87,839.00 Annually (106 Salary Grade)
LOCATION: Juvenile Service Center, Hastings, MN
UNION: Non-Union
CLOSE DATE: 4:30p.m. on 5/22/2025

What you will do: The Administrative Specialist provides a variety of high-level administrative services for the Community Corrections Department, specifically supporting operations at the Juvenile Services Center and the Community Corrections office at the Judicial Center in Hastings, MN. This includes preparing, writing and producing reports and presentations, maintaining database, supporting the Department's internal and external websites, developing and implementing new processes, coordinating meetings and special events, and providing administrative support to the Department's management team. Additionally, the Administrative Specialist manages purchasing functions, completes Bureau of Criminal Apprehension (BCA) background and Department of Human Services (DHS) checks for employees and volunteers, and coordinates JSC interview and hiring.

The ideal candidate possesses strong writing/editing/graphic communication skills, is highly organized and flexible, detail oriented, and has experience managing multiple priorities in a complex and fast-moving work environment.

Community Corrections' Mission Statement: To transform lives, promote equity and increase community safety.

Community Corrections' Diversity and Inclusion Mission Statement: As a system we are committed to dismantling institutional racism and healing historical trauma. We are moving forward as a place where inclusion, respect, acceptance, growth, and teaching are expected. We will recognize our individualities. We will listen to every voice, recognize our biases, and grow towards a more equitable and inclusive culture. We will help each other learn by modeling, teaching, and listening.

Need to Have Qualifications:

• Associate Degree in Administrative Support or related field AND
• Three years of progressively responsible office or administrative experience

OR

• High School graduate or equivalent (G.E.D.) AND
• Minimum one year of specialized office administrative training AND
• Four years of progressively responsible office or administrative experience

OR

• An equivalent combination of education and experience

Nice to Have Qualifications:

• Previous experience providing direct support to upper-level management.
• Typing ability of at least 60 wpm
• Proficiency in Office 365, Adobe, One Note, SharePoint, and electronic document management systems.

These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions.

1. Provide staff support for governmental committees; serve as a point of contact for community organizations, public agencies, foundations, and intra-county divisions.
2. Develop and design a new or revised procedural system that integrates organizational structure and workflow (automated filing system, correspondence tracking procedures, etc.)
3. Manage the Department's internal and external websites.
4. Maintaining, revising, and distributing Department policy and procedure information.
5. Coordinate and facilitate interviews for Juvenile Service Center staff and other areas as needed.
6. Handle purchasing responsibilities including uniforms, supplies, and food orders for the Juvenile Center.
7. Complete BCA background and DHS checks for employees and volunteers
8. Compose correspondence from general instructions or by following knowledge of policies and procedures.
9. Respond to public and client questions and concerns.
10. Develop and maintain filing systems; ensure information is available, well organized, and easily retrievable
11. computerized tracking systems to track and monitor the status of internal and external projects, issues, or requests.
12. Prepare and distribute agendas; attend meetings; take and transcribe minutes.
13. Perform general administrative duties for County and similar programs and committees.
14. Perform complex word processing and excel spreadsheet functions to prepare correspondence, forms, and reports for Department, includes online performance review process for Department by assisting supervisors, managers, and Director with entry of performance objectives and setting up documents.
15. Create, proof, and edit presentations and newsletters using PowerPoint and Publisher.
16. Assist in planning meetings including reserving conference rooms and required materials and equipment, coordinating invitations and registration, arranging catering services and making travel arrangements.
17. Other duties as assigned.

Required:

• Knowledge of general office procedures, practices, and equipment.
• Knowledge of business writing: grammar, spelling, and punctuation.
• Ability to communicate effectively, both verbally and in writing.
• Ability to manage multiple tasks and adapt to frequently changing work demands.
• Ability to interpret and comprehend either complex or incomplete written and verbal instruction.
• Ability to work independently under minimal supervision.
• Ability to operate personal computer equipment, Microsoft Office, and required software.
• Ability to provide technical support to department leadership as needed.
• Ability to preserve confidentiality of sensitive materials and/or information.
• Ability to use tact and discretion as appropriate.
• Ability to work effectively with the public, department, and county associates, elected officials, and outside agencies in a professional manner.
• Ability to organize work effectively and efficiently.

Demonstrated within 12-month probationary period:

• Knowledge and proficiency in Dakota County and Community Corrections specific software, including OneSolution, OnBase, SuccessFactors, NeoGov, CSTS, and Legistar.
• Comprehensive knowledge of department program, policies, and procedures and State and Federal guidelines.
• Knowledge of business math and accounting principles.

Work Environment: Work is performed primarily within a County office building with telework as an option after training period is complete. Travel may be required. Lifting requirement of up to 20 pounds on an occasional basis. Frequent wrist and finger manipulation due to computer work, filing, compiling, or calculating. Equipment used may include, but is not limited to, computer, printer, scanner, calculator, telephone, and copy and fax machines.

Benefits
Comprehensive and affordable medical, dental, vision, and other benefits.

• Excellent work-life balance.
• Generous paid time off (accrual rate starts at four weeks per year).
• Eleven paid holidays each year and one floating holiday.
• Pension with a generous employer contribution.
• Ability to work from home some of the time.

Selection Process
You submit an online application that includes supplemental questions.

• We assign you a score based on your qualifications.
• Top scoring candidates are referred to the hiring manager for interview consideration.
• We conduct interviews and reference checks before extending an offer.
• We extend a conditional offer and conduct background checks.

About Dakota County
Dakota County is Minnesota's third largest county and home to more than 400,000 residents. Our motto is "Be More" and we strive every day to achieve excellence in public service, with a focus on four values: Service, Integrity, People, and Innovation.

Dakota County aims to create an environment that is welcoming and inclusive of diverse people, backgrounds, and experiences. Our goal is to have a workforce that is reflective of the communities and individuals we serve. We promote an equitable and culturally aware work environment where everyone can be their authentic selves.