State of Minnesota
Document Services Specialist - Central Services Administrative Specialist, Senio
State of Minnesota, Saint Paul, Minnesota, United States, 55130
Working Title: Document Services Specialist
Job Class: Central Services Administrative Specialist, Senior
Agency: Department of Employment and Economic Development
Job ID
: 87996
Location
: St. Paul
Telework Eligible
: No
Full/Part Time
: Full-Time
Regular/Temporary
: Unlimited
Who May Apply
: This vacancy is open for bids and for all qualified job seekers simultaneously.
Date Posted
: 08/05/2025
Closing Date
: 08/11/2025
Hiring Agency/Seniority Unit
: Department of Employment & Economic Development / AFSCME
Division/Unit
: Paid Family & Medical Leave
Work Shift/Work Hours
: Day Shift, 8:00 AM - 4:30 PM
Days of Work
: Monday - Friday
Travel Required
: No
Salary Range:
$21.90 - $29.65 / hourly; $45,727 - $61,909 / annually
Classified Status
: Classified
Bargaining Unit/Union
: 206 - Clerical/AFSCME
Work Area
: 520 Lafayette Rd N, Saint Paul, MN 55155
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.
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. The Paid Leave team has high standards and an unrelenting commitment to serving Minnesotans. It is a start-up environment without legacy systems or preconceived ways of working, so we have a unique opportunity to create human-centric processes and systems to deliver this new benefit to Minnesotans.
Position Purpose:
The Document Services Specialist plays a key role in the Paid Leave intake process by managing all physical mail correspondence. This position ensures the timely and accurate intake, scanning, indexing, and routing of documents related to Paid Leave claims. The ideal candidate is organized, detail-oriented, and thrives in a structured, process-driven environment. This role also involves upholding data privacy standards, supporting team operations, and adapting to changing needs as the program grows.
Key Responsibilities Include:
Mail Intake & Handling:
Receive, sort, open, and review incoming physical mail to ensure documents are accounted for and ready for processing. Occasionally process outbound mail as needed.
Document Preparation, Case Creation & Routing:
Prepare documents for scanning, perform digital conversion, create or update case files, and route documents or notify staff when cases are ready for continued work.
Compliance & Secure Disposal:
Ensure strict adherence to data compliance, retention, and secure document destruction policies after quality assurance is complete.
Contact Center Support:
Provide backup support across the Contact Center, including overflow coverage, queue monitoring, and cross-functional assistance as needed.
Other Duties as Assigned:
Support additional operational needs to ensure smooth and efficient processing of Paid Leave documentation.
This posting may be used to fill multiple positions.
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.
Ability to understand information sufficient to maintain complex records, files, notes, and logs.
Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy.
Ability to collect and deliver items from one location to another.
Ability to work in a seated or standing position for extended periods of time.
Ability to use a keyboard for extended periods of time which may include repetitive motion.
Skill in developing and implementing administrative and program policies, procedures, and service standards in cooperation with management.
Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files.
Preferred Qualifications
Experience working in a mailroom or document control environment, including handling incoming and outgoing mail, managing document flow, or organizing physical and electronic records.
Skill in using spreadsheet applications, such as Microsoft Excel or Google Sheets to enter, compile, store, and retrieve data.
Skill in database management sufficient to accurately enter and retrieve data.
Skill in customer service sufficient to answer questions and advise customers on program policies, procedures, and regulations.
Ability to analyze and recommend new or revised administrative and program procedures to improve office operations.
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: Central Services Administrative Specialist, Senior
Agency: Department of Employment and Economic Development
Job ID
: 87996
Location
: St. Paul
Telework Eligible
: No
Full/Part Time
: Full-Time
Regular/Temporary
: Unlimited
Who May Apply
: This vacancy is open for bids and for all qualified job seekers simultaneously.
Date Posted
: 08/05/2025
Closing Date
: 08/11/2025
Hiring Agency/Seniority Unit
: Department of Employment & Economic Development / AFSCME
Division/Unit
: Paid Family & Medical Leave
Work Shift/Work Hours
: Day Shift, 8:00 AM - 4:30 PM
Days of Work
: Monday - Friday
Travel Required
: No
Salary Range:
$21.90 - $29.65 / hourly; $45,727 - $61,909 / annually
Classified Status
: Classified
Bargaining Unit/Union
: 206 - Clerical/AFSCME
Work Area
: 520 Lafayette Rd N, Saint Paul, MN 55155
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.
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. The Paid Leave team has high standards and an unrelenting commitment to serving Minnesotans. It is a start-up environment without legacy systems or preconceived ways of working, so we have a unique opportunity to create human-centric processes and systems to deliver this new benefit to Minnesotans.
Position Purpose:
The Document Services Specialist plays a key role in the Paid Leave intake process by managing all physical mail correspondence. This position ensures the timely and accurate intake, scanning, indexing, and routing of documents related to Paid Leave claims. The ideal candidate is organized, detail-oriented, and thrives in a structured, process-driven environment. This role also involves upholding data privacy standards, supporting team operations, and adapting to changing needs as the program grows.
Key Responsibilities Include:
Mail Intake & Handling:
Receive, sort, open, and review incoming physical mail to ensure documents are accounted for and ready for processing. Occasionally process outbound mail as needed.
Document Preparation, Case Creation & Routing:
Prepare documents for scanning, perform digital conversion, create or update case files, and route documents or notify staff when cases are ready for continued work.
Compliance & Secure Disposal:
Ensure strict adherence to data compliance, retention, and secure document destruction policies after quality assurance is complete.
Contact Center Support:
Provide backup support across the Contact Center, including overflow coverage, queue monitoring, and cross-functional assistance as needed.
Other Duties as Assigned:
Support additional operational needs to ensure smooth and efficient processing of Paid Leave documentation.
This posting may be used to fill multiple positions.
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.
Ability to understand information sufficient to maintain complex records, files, notes, and logs.
Ability to communicate in a variety of formats to gather and relay information with tact and diplomacy.
Ability to collect and deliver items from one location to another.
Ability to work in a seated or standing position for extended periods of time.
Ability to use a keyboard for extended periods of time which may include repetitive motion.
Skill in developing and implementing administrative and program policies, procedures, and service standards in cooperation with management.
Knowledge of standard computer software programs for word processing, spreadsheets, and databases sufficient to create, modify, and protect files.
Preferred Qualifications
Experience working in a mailroom or document control environment, including handling incoming and outgoing mail, managing document flow, or organizing physical and electronic records.
Skill in using spreadsheet applications, such as Microsoft Excel or Google Sheets to enter, compile, store, and retrieve data.
Skill in database management sufficient to accurately enter and retrieve data.
Skill in customer service sufficient to answer questions and advise customers on program policies, procedures, and regulations.
Ability to analyze and recommend new or revised administrative and program procedures to improve office operations.
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.