Management Assistant

Description

State of Idaho
Idaho Transportation Department

NOTICE: Applications will be accepted through 4:59 PM MST on the posting end date.

STATE OF IDAHO EMPLOYEES: If you are a current or temporary State of Idaho employee you MUST apply through Luma Opportunities. Applying through the State of Idaho’s external career website will cause duplicate profiles and will slow the processing of your application for a new position.

Do you want to make a difference and be part of an award-winning agency, dedicated to enhancing the quality of life in Idaho through transportation? At the Idaho Transportation Department (ITD), every employee is critical to the mission, and we strive to foster an innovative, collaborative workplace where employees can grow and do their best work.

The Idaho Transportation Department is seeking a friendly, highly organized individual to assist the DMV Management Team with administrative duties. The salary offer for the successful candidate will be determined based on experience, education, and other factors.

Please Note: This position requires a criminal background check prior to final offer.

Example of Duties

RESPONSIBILITIES: 

PLANNING/COORDINATING/IMPLEMENTING

• Manages calendars for Management staff.
• Makes travel arrangements for Management staff and others; including guiding and reviewing reimbursement documents for submission.
• Coordinates activities or projects, including meeting scheduling and logistics.
• Coordinates conferences and event with venues, vendors, Management, and Project Teams to ensure each event stays on track, anticipating potential issues, and streamlining processes to ensure required tasks are completed within set timelines.
• Reviews and approves invoices for payment and updates personnel information.
• Plans and implements special projects as assigned for Management or the DMV Administrative team.

COMMUNICATION

• Takes meeting notes at various management-led meetings
• Meets with managers to provide quarterly budget and expenditures updates
• Responds to and interacts with a variety of external government, professional, and community stakeholders
• Provides technical writing support for Management Staff (e.g., proofread documents for grammar and format as well as content)
• Prepare important documents for reports, meetings, memos, and presentations
• Sends communications to internal and external customers on behalf of the Management team members

REGULATIONS/POLICIES/PROCEDURES

• Interprets and implements statutes, rules, policies and procedures

Minimum Qualifications

• Interpreting and applying regulations or policies and procedures;
• Planning, organizing, implementing, and evaluating special projects;
• Independently researching, compiling, developing and summarizing material for reports on a frequent or recurring basis;
• Analyzing information, identifying problems, defining alternatives and developing recommendations for management/administrators.

Desired Qualifications and Experience for this position:

• Basic skill and knowledge of Microsoft Office Suite, including troubleshooting abilities.
• Great active listening skills.
• High level of confidentiality.
• Teamwork and collaboration
• Interpreting and applying regulations or policies and procedures;
• Leadership for special projects.
• Excellent communication, including writing, email and memo creation, interpersonal communication and customer service
• Previous experience in an Administrative support role

To learn more about the department, please visit the ITD website. Make a difference in your community and in the lives of the citizens of Idaho! Contact an ITD Recruiter at: [email protected] or call 208-334-8664. The Idaho Transportation Department does not sponsor work visas.

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, please visithttps://dhr.idaho.gov/information-for-state-employees/.

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[email protected]. (If you have a contact for applicant accommodations at your agency, please replace the contact information).

Preference may be given to veterans who qualify under state and federal laws and regulations.