Records Specialist
USA Jobs, Saint Paul, MN, United States
Records Specialist
Job Class: Office and Administrative Specialist, Intermediate Agency: MN State Retirement System Location: St. Paul Telework Eligible: Yes, up to 1 day per week after training period Full/Part Time: Full-Time Regular/Temporary: Unlimited Who May Apply: Open to all qualified job seekers 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. 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. 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 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: Office and Administrative Specialist, Intermediate Agency: MN State Retirement System Location: St. Paul Telework Eligible: Yes, up to 1 day per week after training period Full/Part Time: Full-Time Regular/Temporary: Unlimited Who May Apply: Open to all qualified job seekers 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. 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. 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 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.