Administrative Assistant 2

State of Idaho Opportunity

Applications will be accepted through 11:59 PM MST on the posting end date.

Important Guidelines: Applicant resumes must demonstrate how they meet the MINIMUM QUALIFICATIONS listed in the job announcement.

Selection Process: Resumes will be screened based on the criteria outlined in this announcement. A select number of candidates who have demonstrated that they meet the MINIMUM QUALIFICATIONS of the position and have the most relevant qualifications may be given the opportunity to be interviewed.

Idaho Soil and Water Conservation Commission (SWCC) may conduct verification of the information provided in your application, including validation of driver's license status, education, employment, and criminal history. Omission and/or falsification of information provided in your application will result in your removal from consideration for employment, appointment, or promotion.

Administrative Assistant 2

Summary:

This is a classified, full-time position with the Idaho Soil & Water Conservation Commission. Incumbent will work on special projects, help the Bureau Chief, Financial Specialist and field staff, and support Commission board members and leadership team in the Boise office. This position requires the incumbent to work independently with great attention to detail. Must be motivated, energetic, and have excellent oral and written communication skills. The incumbent must be able to successfully balance and coordinate multiple projects.

Responsibilities:

• Serve as Commission board clerk
• Office support and backup for financial specialist, loan program, and field staff
• Serve as backup to the grants/contracts program specialist to process incoming loan payments, maintain accurate transaction records, paperwork, and update loan software records
• Maintain official records related to executive meetings, hearings, correspondence, policies, and procedures
• Take/record minutes of meetings and ensure proper distribution
• Format/type a variety of sensitive, confidential, and official letters and documents, policies, procedures, and reports
• Maintain a calendar of events/activities. Schedule appointments and ensure related material is available and/or brief the Administrator, Bureau Chief, and Financial Officer
• Develop and maintain executive record system to catalog and store documentation, such as for record retention
• Screen visitors and phone calls and answer inquiries based on knowledge of policies and procedures
• Explain commission regulations, policies, and procedures
• Coordinate Public Records Request responses for the Commission
• Create and maintain electronic forms through Adobe Acrobat software for use by Commission staff
• Keep track of due dates and assist staff to meet deadlines
• Approve or assist with purchases of supplies, equipment, services, and Commission expenditures
• Arrange travel and lodging accommodation
• Reconcile accounts, billings, p-card reconciliations, and prepare summary reports
• Process expenditure vouchers and p-card transactions using the Statewide Accounting System
• Manage Division vehicle fleet, including tracking registration, fuel reports, expense reports, and other administrative requirements
• Compile monthly and quarterly vehicle maintenance reports and keep updated lists of all assigned vehicles

Minimum Qualifications:

Good knowledge of:

• Office support functions including word processing, filing, composing a variety of business documents and reception
• Researching, compiling, and summarizing data for reports

Experience: · Interpreting, applying and explaining complex information such as regulations, policies or services; · Independently solving problems/performing liaison activities in a work setting · Coordinating activities requiring complex arrangements MQ Specialties: Some positions may require: Some knowledge of: · Organization of electronic or print news media · State and local government organization structure Experience: · Using HTML & Web Editing Tools/Converting Images and Text · Using Microsoft Word, Outlook, Power Point, and Excel · Minimal travel may be required. · Incumbent must be able to successfully pass a criminal background and driving record. Benefits: The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html.* EEO/ADA/Veteran: The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws. The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email ada.coordinator@dhr.idaho.gov. Preference may be given to veterans who qualify under state and federal laws and regulations.