Job Title: Purchasing and Retailer Contracts Administrative Assistant
Job ID: 90383
What you’ll be doing:
The Minnesota State Lottery is seeking a detail-oriented and proactive Office & Administrative Specialist, Senior to support the Purchasing and Retailer Contracting departments. This role is essential to ensuring smooth operations across procurement, fleet management, retailer compliance, and administrative systems. The ideal candidate will be highly organized, tech-savvy, and capable of managing multiple priorities with accuracy and professionalism.
Duties include:
- Manage vehicle assignments, maintenance records, GPS data, and damage claims.
- Assist with requisitions, invoice reconciliation issues, credit card documentation, and purchase order tracking. Maintain procurement records and support audit readiness
- Track vendor contracts and Certificates of Insurance, maintain contract files, and support sponsorship documentation.
- Maintain procurement and contract databases, generate reports, and ensure data accuracy. Organize digital and physical files in compliance with retention schedules.
- Serve as backup for retailer application processing, database updates, account activations, and special event contracts. Assist with retailer communications and reporting.
Telework may be an option up to 50% of the time after sufficient training and probationary period.
Minimum Qualifications
To facilitate proper crediting, please ensure that your resume clearly describes your experience in the areas listed below and indicate the beginning and ending month and year for each job.
- Customer Service Skills sufficient to communicate with coworkers, supervisors, and outside entities such as other state agencies, vendors, contractors, and retailers
- Word processing and data entry skills sufficient to use software to create, format, edit, print, and save a variety of documents, including spreadsheets, tables, charts, and graphs
- Database management skills sufficient to update, manage, save, retrieve data and run reports
- English language skills sufficient to speak, read, and write sufficiently to compose correspondence, such as emails, memos and letters, and to communicate effectively
- Knowledge of software programs such as Adobe Acrobat DC Pro and Microsoft Office Suite, specifically Outlook, Teams, Word, Excel, Access, and PowerPoint, and Smartsheet.
- Ability to communicate effectively with individuals with a wide range of backgrounds who do not share your same culture, ethnicity, language, or other common experiences
Preferred Qualifications
- Knowledge of the State of Minnesota procurement policies and procedures
- Experience working in a browser-based Telematics vehicle maintenance system
- Experience with SWIFT and JD Edwards Oracle-based accounting systems
- Experience working in an Enterprise series or similar data entry and business intelligence tracking system
- Experience in sourcing/purchasing products and services
Physical Requirements
Requires occasionally lifting and carrying light objects such as file boxes.
Additional Requirements
This position requires successful completion of the following:
The Minnesota State Lottery will conduct a criminal background check and fingerprint check at the time of job offer for all prospective new employees.
The Minnesota State Lottery cannot hire any person who's been convicted of a felony or a crime involving fraud or misrepresentation within five years of employment or who's ever been convicted of a gambling-related offense.
In addition, the Minnesota State Lottery will perform the following background checks:
- Employment Reference Checks (includes review of personnel file for current and former State of Minnesota employees)
- SEMA4 Records Check (for current and former State of Minnesota employees)
- Driver's License Records Verification.
This posting is open to Minnesota Lottery employees who are interested and meet the minimum qualifications.
Posting Dates: 11/20/25 through 12/01/25
