Records Specialist
Minnesota Careers, Saint Paul, MN, United States
Minnesota State Retirement System (MSRS) administers retirement plans that provide retirement, survivor, and disability benefit coverage for Minnesota state employees, the Metropolitan Council, and many non-faculty employees at the University of Minnesota and Minnesota State university system. MSRS covers over 56,000 active employees and currently pays monthly benefits to over 44,000 retirees and survivors.
Job Details
Working Title: Records Specialist Job Class: Office and Administrative Specialist, Intermediate Agency: MN State Retirement System
Job ID : 92825 Location : St. Paul Telework Eligible : No, this position is in-office Full/Part Time : Full-Time Regular/Temporary : Unlimited Who May Apply : Open to all qualified job seekers Date Posted : 03/17/2026 Closing Date : 03/27/2026 Hiring Agency/Seniority Unit : MN State Retirement System / State Retirement System-AFSCME Division/Unit : MN State Retirement System / Records Division Work Shift/Work Hours : Day Shift Days of Work : Monday - Friday Travel Required : No Salary Range:
$20.76 - $27.53 / hourly; $43,346 - $57,482 / annually Classified Status : Classified Bargaining Unit/Union : 206 - Clerical/AFSCME Work Area : St. Paul 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.
Job Summary
The person in this position functions as an imaging coordinator for the digital workflow queues, along with being the main courier for the Agency. Open mail and distribute via front end scanning to workflow queues for some areas and manual distribution to other areas. Ensure that material scanned to the workflow queues is legible, coded correctly and in the correct queue. Scrub daily obits in the local newspapers.
Job responsibilities include, but are not limited to:
To pick up the mail from the post office on a daily basis, open and distribute Agency mail on a daily basis so that employees can take action upon the mail received. Whether manually or via front end scanning; this includes daily maintenance of the fax server folders. Prepare documents submitted to the Records Division for entry into the MSRS database. Place documents in indexing cues and electronically file into participant files. Oversee and ensure correct and proper scanning of documents Index images to database. Index the scanned images into the individual participant files. Qualifications
Minimum Qualifications
**To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicate the beginning and ending month and year for each job held.
Valid driver's license and ability to maintain it (for the courier portion) Ability to lift up to 40 pounds (for both the courier and scanning areas) Fluently communicate, read, write, understand and respond to written and spoken communications Ability to enter data quickly and accurately with strong attention to detail Ability to judge whether or not a scanned document is legible Preferred Qualifications
Experience handling sensitive and confidential material with discretion Experience with document prepping/scanning/indexing or similar Additional Requirements
The Retirement Systems will not sponsor applicants for work visas. All applicants must be legally authorized to work in the US.
It is the policy of the Minnesota State Retirement System that all employees submit to a background investigation prior to employment. The background check may consist of the following components:
SEMA4 Records Check (applies to current and past State employees only) Criminal History Check Employment Reference Check Social Security and Address Verification Education Verification Driver's License Check Application Details
How to Apply
Select "Apply for Job" at the top of this page. If you have questions about applying for jobs, contact the Careers Help Desk at 651-259-3637 or email careers@state.mn.us . For additional information about the application process, go to http://www.mn.gov/careers .
Contact
If you have questions about this position, contact Aneda Sivongsay at aneda.sivongsay@mnretire.gov or 651-284-7878 .
To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Aneda Sivongsay at aneda.sivongsay@mnretire.gov .
Working together to improve the state we love.
What do Minnesota's State employees have in common?
A sense of purpose in their work Connection with their coworkers and communities Opportunities for personal and professional growth Benefits
As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.
Your benefits may include:
Paid vacation and sick leave 12 paid holidays each year Low-cost medical, dental, vision, and prescription drug plans
Fertility care, including IVF Diabetes care Dental and orthodontic care for adults and children
6 weeks paid leave for parents of newborn or newly adopted children Pension plan that provides income when you retire (after working at least three years) Employer paid life insurance to provide support for your family in the event of death Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury Tax-free expense accounts for health, dental, and dependent care Resources that provide support and promote physical, emotional, social, and financial well-being Support to help you reach your career goals:
Training, classes, and professional development Tuition reimbursement Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov ) Employee Assistance Program (EAP) for work/life support:
A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care
Programs, resources and benefits eligibility varies
based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.
EQUAL OPPORTUNITY EMPLOYERS
Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.
All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.
APPLICANTS WITH DISABILITIES
Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.
Job Details
Working Title: Records Specialist Job Class: Office and Administrative Specialist, Intermediate Agency: MN State Retirement System
Job ID : 92825 Location : St. Paul Telework Eligible : No, this position is in-office Full/Part Time : Full-Time Regular/Temporary : Unlimited Who May Apply : Open to all qualified job seekers Date Posted : 03/17/2026 Closing Date : 03/27/2026 Hiring Agency/Seniority Unit : MN State Retirement System / State Retirement System-AFSCME Division/Unit : MN State Retirement System / Records Division Work Shift/Work Hours : Day Shift Days of Work : Monday - Friday Travel Required : No Salary Range:
$20.76 - $27.53 / hourly; $43,346 - $57,482 / annually Classified Status : Classified Bargaining Unit/Union : 206 - Clerical/AFSCME Work Area : St. Paul 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.
Job Summary
The person in this position functions as an imaging coordinator for the digital workflow queues, along with being the main courier for the Agency. Open mail and distribute via front end scanning to workflow queues for some areas and manual distribution to other areas. Ensure that material scanned to the workflow queues is legible, coded correctly and in the correct queue. Scrub daily obits in the local newspapers.
Job responsibilities include, but are not limited to:
To pick up the mail from the post office on a daily basis, open and distribute Agency mail on a daily basis so that employees can take action upon the mail received. Whether manually or via front end scanning; this includes daily maintenance of the fax server folders. Prepare documents submitted to the Records Division for entry into the MSRS database. Place documents in indexing cues and electronically file into participant files. Oversee and ensure correct and proper scanning of documents Index images to database. Index the scanned images into the individual participant files. Qualifications
Minimum Qualifications
**To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed and indicate the beginning and ending month and year for each job held.
Valid driver's license and ability to maintain it (for the courier portion) Ability to lift up to 40 pounds (for both the courier and scanning areas) Fluently communicate, read, write, understand and respond to written and spoken communications Ability to enter data quickly and accurately with strong attention to detail Ability to judge whether or not a scanned document is legible Preferred Qualifications
Experience handling sensitive and confidential material with discretion Experience with document prepping/scanning/indexing or similar Additional Requirements
The Retirement Systems will not sponsor applicants for work visas. All applicants must be legally authorized to work in the US.
It is the policy of the Minnesota State Retirement System that all employees submit to a background investigation prior to employment. The background check may consist of the following components:
SEMA4 Records Check (applies to current and past State employees only) Criminal History Check Employment Reference Check Social Security and Address Verification Education Verification Driver's License Check Application Details
How to Apply
Select "Apply for Job" at the top of this page. If you have questions about applying for jobs, contact the Careers Help Desk at 651-259-3637 or email careers@state.mn.us . For additional information about the application process, go to http://www.mn.gov/careers .
Contact
If you have questions about this position, contact Aneda Sivongsay at aneda.sivongsay@mnretire.gov or 651-284-7878 .
To receive consideration as a Connect 700 Program applicant, apply online, email the Job ID#, the Working Title and your valid Proof of Eligibility Certificate by the closing date to Aneda Sivongsay at aneda.sivongsay@mnretire.gov .
Working together to improve the state we love.
What do Minnesota's State employees have in common?
A sense of purpose in their work Connection with their coworkers and communities Opportunities for personal and professional growth Benefits
As an employee, you'll have access to one of the most affordable health insurance plans in Minnesota, along with other benefits to help you and your family be well.
Your benefits may include:
Paid vacation and sick leave 12 paid holidays each year Low-cost medical, dental, vision, and prescription drug plans
Fertility care, including IVF Diabetes care Dental and orthodontic care for adults and children
6 weeks paid leave for parents of newborn or newly adopted children Pension plan that provides income when you retire (after working at least three years) Employer paid life insurance to provide support for your family in the event of death Short-term and long-term disability insurance that can provide income if you are unable to work due to illness or injury Tax-free expense accounts for health, dental, and dependent care Resources that provide support and promote physical, emotional, social, and financial well-being Support to help you reach your career goals:
Training, classes, and professional development Tuition reimbursement Federal Public Service Loan Forgiveness Program (Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov ) Employee Assistance Program (EAP) for work/life support:
A voluntary confidential program that helps employees and their families with life challenges that may impact overall health, personal well-being, or job performance Common sources of stress can be addressed through the EAP: mental health, relationship challenges (personal and work), grief and loss, finances, and legal issues Daily Living/Convenience Services: Chore services, home repair, trip planning, child/elder care
Programs, resources and benefits eligibility varies
based on type of employment, agency, funding availability, union/collective bargaining agreement, location, and length of service with the State of Minnesota.
EQUAL OPPORTUNITY EMPLOYERS
Minnesota state agencies are equal opportunity, affirmative action, and veteran-friendly employers. State agencies are committed to creating a workforce that reflects the diversity of the state and strongly encourages persons of color and Indigenous communities, members of the LGBTQIA2S+ community, individuals with disabilities, women, and veterans to apply. The varied experiences and perspectives of employees strengthen the work we do together and our ability to best serve Minnesotans.
All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy, childbirth, and disabilities related to pregnancy or childbirth), gender identity, gender expression, marital status, familial status, age, sexual orientation, status regarding public assistance, disability, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.
APPLICANTS WITH DISABILITIES
Minnesota state agencies make reasonable accommodations to their employees and applicants with disabilities. If you have a disability and need assistance in searching or applying for jobs with the State of Minnesota, call the Careers Help Desk at 651-259-3637 or email careers@state.mn.us and let us know the support you need.