Records Management & Contracted Services Coord / Office & Admin Specialist Sr

Records Management & Contracted Services Coordinator

Job Class: Office and Administrative Specialist, Senior

Agency: Public Safety Dept

Location: Marshall

Telework Eligible: No

Full/Part Time: Part-Time

Regular/Temporary: Unlimited

Who May Apply: Open to all qualified job seekers and DPS employees eligible to bid (permanent classified employees in the same job and classification). Eligible bidders should apply through self-service AND confirm their interest bid by emailing by 11:59 PM 12/29/2025.

Closing Date: 01/05/2026

Hiring Agency/Seniority Unit: Public Safety Dept / Public Safety-AFSCME

Division/Unit: Marshall District 2300 / Marshall D 2300 Clerical

Work Shift/Work Hours: Day Shift / 10:00 AM - 04:30 PM

Days of Work: Monday - Friday

Travel Required: No

Salary Range: $22.23 - $30.09 / hourly

Classified Status: Classified

Bargaining Unit/Union: 206 - Clerical/AFSCME

Work Area: 1800 East College Dr, Marshall, MN 56258

FLSA Status: Nonexempt

Designated in Connect 700 Program for Applicants with Disabilities: 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. This position supports the operational functions of the Minnesota State Patrol District Office by coordinating contracted escort service requests, providing administrative support, and managing district records in compliance with applicable policies and data privacy laws. The incumbent independently administers all aspects of vendor scheduling and documentation, maintains accurate electronic and physical records, processes data and case file requests, and ensures timely and professional communication with internal and external stakeholders. The position also provides essential office support, including customer service to the public, document processing, scheduling, and transcription services, to ensure efficient and compliant district operations.

Minimum Qualifications

• 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/or other documents and types of written communication that are grammatically correct, in proper format, and free of 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

Preferred Qualifications

• Ability to work cooperatively with individuals from diverse backgrounds and underserved communities
• Experience with data privacy rules, policies and procedures in order 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

Physical Requirements

Requires occasionally moving and transporting such articles 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 position self to move to a significant degree or may involve maintaining a stationary position for extended periods.

Additional Requirements

This position requires successful completion of the following: It is the policy of the Department of Public Safety that all employees submit to a background investigation prior to employment, includes the following components: 1) criminal history 2) reference check 3) fingerprinting (MNJIS/REAL) 4) SEMA4 records, personnel file and employment records (current and former state employees only)

The Department of Public Safety is unable to provide sponsorship for work visas. Applicants must be eligible to work in the United States at the start of employment. DPS does not participate in E-Verify 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.