Assistant Registrar

Who May Apply: Open to all qualified applicants
Date Posted: 12/23/2024
Closing Date: 12/30/2024
Position Salary Range: $21.90 – $29.65 hourly / $45,727 – 61,909 annually

Job Summary

The Office of Attorney General Keith Ellison has a clear mission: we help Minnesotans afford their lives and live with dignity, safety, and respect.  We are a dynamic group of dedicated professionals who choose public service as a calling, and we are actively and intentionally committed to supporting an internal culture that affirms that calling. The Office is one of Minnesota’s largest public law offices and as of 2024, has been recognized as a Star Tribune Top Workplace Minnesota four years in a row and Top Workplace USA for three years in a row.

The Office is seeking an Assistant Registrar to support the work of the Charities Registrar. This role involves providing administrative support to the Charities Division by managing the registration process for soliciting charitable organizations, charitable trusts, and professional fundraisers required by law to register with the Minnesota Attorney General’s Office.

The Assistant Registrar works closely with the Charities Registrar to handle, analyze, process, and review submissions from the thousands of entities obligated to register with the AGO. As such, the position demands strong organizational and planning abilities, excellent time management skills, the capacity to multi-task, effective delegation skills, and keen attention to detail to ensure all submissions are accurately evaluated and processed.

A successful candidate in this position will be able to:

• Develop and maintain expertise in all core functions of the Charities Registrar.
• Provide support, training, and guidance to the registration team, collaborating to ensure the accurate and timely processing of registrations.
• Assist the Charities Registrar with maintaining and updating the electronic files of charities, professional fundraisers, and charitable trusts in the Charities Database.
• Assist the Charities Registrar with reviewing, processing, and ensuring statutory completeness of registration and exemption documents filed by soliciting charitable organizations, professional fundraisers, and charitable trusts.
• Assist the Charities Registrar with preparing, merging, and sending registration approval letters, deficiency letters, withdrawal letters, and reminder letters.
• Assist the Charities Registrar with handling ongoing calls to organizations and third-party filers with questions about registration and other compliance issues.
• Assist the Charities Registrar with providing filed copies of public registration documents to the general public and other requesting entities.
• Collaborate with the Charities Registrar to receive training, review processes, guidance, and feedback.
• Partner with the Charities Division Manager and other Assistant Attorneys General as appropriate by handling special registration letter requests, responding to inquiries, and escalating issues and concerns when appropriate.
• Support the Charities Registrar by reviewing, processing, and sending quarterly refund checks and letters.
• Assist the Charities Registrar with reviewing and processing NSF returns in the Charities database.
• Prepare monthly reports for management and finance in coordination with the Charities Registrar.
• Collaborate with the Charities Registrar, Charities Division Manager, and IT Team to maintain and enhance the Charities database and overall registration process.

Minimum Qualifications

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
• Word processing skills such as Microsoft Word, sufficient to prepare and modify memos, letters, and reports that are grammatically correct, in proper format, and free of spelling errors.
• Database management sufficient to set up and run basic queries, review, and analyze data, and identify problem areas which may include data, formulas, or security
• Data entry sufficient to locate, identify, and correct data entry errors

Ability to:

• Plan, schedule, assign, review, evaluate, coach, and report on the work activities of employees
• Administer and conduct training of employees

Preferred Qualifications

• Skill in developing and implementing administrative and program policies, procedures, and service standards in cooperation with management
• At least 2 years’ experience with data entry, word processing, clerical support services, and drafting correspondence
• Knowledge of Access Database
• Knowledge of charitable organizations and Minnesota registration laws

How to Apply

Interested applicants must apply online through the State of Minnesota Careers website, which is the State’s official application and hiring site. The deadline for applications is Monday, December 30, 2024.

• Go to www.mn.gov/careers;
• Apply for posting number 82816
• Direct Link

If you have any questions about the application process, please contact Brooke Seekins at 651-300-7025 or brooke.seekins@ag.state.mn.us.

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Why Work For Us 

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
• Federal Public Service Loan Forgiveness Program (Some positions may qualify; 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.

An Equal Opportunity Employer

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.

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.