State of Minnesota
Encumbrance Officer - Management Analyst 3
State of Minnesota, Saint Paul, Minnesota, United States, 55130
Working Title: Encumbrance Officer
Job Class: Management Analyst 3
Agency: Department of Employment and Economic Development
Job ID
: 88960
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 09/24/2025.
Date Posted
: 09/18/2025
Closing Date
: 10/01/2025
Hiring Agency/Seniority Unit
: Department of Employment & Economic Development / MAPE
Division/Unit
: CO Fiscal Management
Work Shift/Work Hours
: Day Shift, 8:00AM to 4:30PM
Days of Work
: Monday - Friday
Travel Required
: No
Salary Range:
$28.26 - $41.43 / hourly; $59,006 - $86,505 / annually
Classified Status
: Classified
Bargaining Unit/Union
: 214 - Minnesota Association of Professional Employees/MAPE
FLSA Status
: Nonexempt
Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : 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 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.
Position Purpose:
The Encumbrance Officer supports the management of DEED's statewide contracting, grant, and loan operations by ensuring timely and accurate fiscal processing in compliance with applicable laws, rules, and regulations. This position is responsible for creating and managing encumbrances in the Statewide Integrated Financial Tools (SWIFT) system, coordinating with finance and internal controls staff, and maintaining fiscal documentation to support audit readiness and program integrity. While this position is part of DEED's Administrative and Financial Services (AFS) division, it will be primarily focused on supporting the implementation of the new Paid Leave division.
About the Paid Leave Division:
Paid Leave is a new program launching in 2026. The program will provide partial wage replacement to Minnesota workers who are out of work due to a qualifying condition, such as a severe health condition that prevents them from working, or when they need time to care for a family member or a new child.
We are building a program that will be easy for every Minnesotan to use. We are engaging the people who depend on us-workers, employers, caregivers, and insurers-to learn from them and build the program around their needs. We are using modern service delivery and product practices to deliver the program.
Key responsibilities include:
Review, process, and manage grant and contract encumbrance requests submitted by program staff to ensure funds are accurately reserved in the SWIFT system.
Review contracts and fiscal transactions for compliance with state laws, grant regulations, and agency policies to minimize financial risk. Incumbent will reconcile encumbrances and payments, identify and resolve discrepancies, and coordinate with program staff to ensure records are accurate and complete.
Recommends and implements improvements to contracting and fiscal workflows to increase efficiency, reduce errors, and strengthen compliance.
Participate in cross-agency workgroups, support technology and process improvement initiatives, and provide backup assistance during peak workload periods.
Work with staff in AFS and Paid Leave to support the development and implementation of the new Small Employer Assistance Grants program.
This position will be based out of the St. Paul office.
This position is telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) 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.
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.
Two (2) years* of experience in the area of record management and financial transactions such as preparing purchase orders for a medium or large organization or for-profit business.
*Associate's degree in Accounting, Business, Finance, Public Administration, or other closely related field as determined by the agency may substitute six (6) months of experience; bachelor's degree substitutes for one (1) year of experience.
Applicants that meet the above minimum qualification will be further evaluated on the following:
Experience with financial transactions and General Accepted Accounting Principles (GAAP) for creating purchase order transactions for contracts or grants.
Experience in record retention with state guidelines, policy and law.
Experience with software applications such as: Microsoft Word, Excel, Teams, DocuSign, Laserfiche, SharePoint, and Adobe Reader.
Ability to learn and become proficient in state procurement and accounting computer systems.
Communication skills to explain departmental programs and policies to a wide variety of audiences.
Preferred Qualifications
Experience using the State of Minnesota's SWIFT system producing purchase orders or using similar financial transaction software for a medium to large business or organization.
Experience with State of Minnesota record retention duties.
Experience using DocuSign and managing an account.
Ability to work in a start-up environment where roles will evolve over time based on the needs of the organization.
Experience working for local, county, or state government.
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.
Additional Requirements
A job offer will be contingent upon successfully passing a background check. The background check may consist of the following components:
Criminal Background Check
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.
AN EQUAL OPPORTUNITY EMPLOYER
Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.
Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us . Please indicate what assistance is needed.
Job Class: Management Analyst 3
Agency: Department of Employment and Economic Development
Job ID
: 88960
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 09/24/2025.
Date Posted
: 09/18/2025
Closing Date
: 10/01/2025
Hiring Agency/Seniority Unit
: Department of Employment & Economic Development / MAPE
Division/Unit
: CO Fiscal Management
Work Shift/Work Hours
: Day Shift, 8:00AM to 4:30PM
Days of Work
: Monday - Friday
Travel Required
: No
Salary Range:
$28.26 - $41.43 / hourly; $59,006 - $86,505 / annually
Classified Status
: Classified
Bargaining Unit/Union
: 214 - Minnesota Association of Professional Employees/MAPE
FLSA Status
: Nonexempt
Designated in Connect 700 Program for Applicants with Disabilities (https://mn.gov/mmb/careers/diverse-workforce/people-with-disabilities/connect700/) : 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 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.
Position Purpose:
The Encumbrance Officer supports the management of DEED's statewide contracting, grant, and loan operations by ensuring timely and accurate fiscal processing in compliance with applicable laws, rules, and regulations. This position is responsible for creating and managing encumbrances in the Statewide Integrated Financial Tools (SWIFT) system, coordinating with finance and internal controls staff, and maintaining fiscal documentation to support audit readiness and program integrity. While this position is part of DEED's Administrative and Financial Services (AFS) division, it will be primarily focused on supporting the implementation of the new Paid Leave division.
About the Paid Leave Division:
Paid Leave is a new program launching in 2026. The program will provide partial wage replacement to Minnesota workers who are out of work due to a qualifying condition, such as a severe health condition that prevents them from working, or when they need time to care for a family member or a new child.
We are building a program that will be easy for every Minnesotan to use. We are engaging the people who depend on us-workers, employers, caregivers, and insurers-to learn from them and build the program around their needs. We are using modern service delivery and product practices to deliver the program.
Key responsibilities include:
Review, process, and manage grant and contract encumbrance requests submitted by program staff to ensure funds are accurately reserved in the SWIFT system.
Review contracts and fiscal transactions for compliance with state laws, grant regulations, and agency policies to minimize financial risk. Incumbent will reconcile encumbrances and payments, identify and resolve discrepancies, and coordinate with program staff to ensure records are accurate and complete.
Recommends and implements improvements to contracting and fiscal workflows to increase efficiency, reduce errors, and strengthen compliance.
Participate in cross-agency workgroups, support technology and process improvement initiatives, and provide backup assistance during peak workload periods.
Work with staff in AFS and Paid Leave to support the development and implementation of the new Small Employer Assistance Grants program.
This position will be based out of the St. Paul office.
This position is telework (https://mn.gov/mmb-stat/policies/1422-telework.pdf) 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.
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.
Two (2) years* of experience in the area of record management and financial transactions such as preparing purchase orders for a medium or large organization or for-profit business.
*Associate's degree in Accounting, Business, Finance, Public Administration, or other closely related field as determined by the agency may substitute six (6) months of experience; bachelor's degree substitutes for one (1) year of experience.
Applicants that meet the above minimum qualification will be further evaluated on the following:
Experience with financial transactions and General Accepted Accounting Principles (GAAP) for creating purchase order transactions for contracts or grants.
Experience in record retention with state guidelines, policy and law.
Experience with software applications such as: Microsoft Word, Excel, Teams, DocuSign, Laserfiche, SharePoint, and Adobe Reader.
Ability to learn and become proficient in state procurement and accounting computer systems.
Communication skills to explain departmental programs and policies to a wide variety of audiences.
Preferred Qualifications
Experience using the State of Minnesota's SWIFT system producing purchase orders or using similar financial transaction software for a medium to large business or organization.
Experience with State of Minnesota record retention duties.
Experience using DocuSign and managing an account.
Ability to work in a start-up environment where roles will evolve over time based on the needs of the organization.
Experience working for local, county, or state government.
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.
Additional Requirements
A job offer will be contingent upon successfully passing a background check. The background check may consist of the following components:
Criminal Background Check
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.
AN EQUAL OPPORTUNITY EMPLOYER
Minnesota State Colleges and Universities is an Equal Opportunity employer/educator committed to the principles of diversity. We prohibit discrimination against qualified individuals based on their race, sex, color, creed, religion, age, national origin, disability, protected veteran status, marital status, status with regard to public assistance, sexual orientation, gender identity, gender expression, or membership in a local commission as defined by law. As an affirmative action employer, we actively seek and encourage applications from women, minorities, persons with disabilities, and individuals with protected veteran status.
Reasonable accommodations will be made to all qualified applicants with disabilities. If you are an individual with a disability who needs assistance or cannot access the online job application system, please contact the job information line at 651-259-3637 or email careers@state.mn.us . Please indicate what assistance is needed.