TRS2 - Technical Records Specialist - Boise

Description

Description 

"Serving consumers and agriculture by safeguarding the public, plants, animals and the environment through promotion, education and regulation." 

The Idaho State Department of Agriculture is currently recruiting for a Technical Records Specialist 2 for the Plants division - Field Services in the Boise office. 

Referred lists will be pulled periodically. Apply as soon as possible to ensure you will be considered for this position.

Example of Duties

Key Responsibilities:

Implement and maintain Field Inspection (MAPS) Program by entering data, coordinating inspections, and issuing crop reports to customers.

• Generate requested disease packages and verify new disease requests with ISDA Pathologist.

• Review submitted field inspection applications and enter all initial information from submitted application forms for customers, as requested.

• Print and verify planting tags against submitted applications.

• Provide custody of confidential data to review, enter, and accept field inspection applications in the MAPS program.

• Conduct mandatory pesticide spray calls for requested field inspections.

• Enter all inspection dates, findings, and special billing for field inspection program, as needed.

• Generate weekly field inspection progress reports for Program Manager.

• Track release of laboratory tests from Pathology lab to ensure results are issued in a timely manner.

• Enter disease results into ISDA program; coordinate with Program Manager to enter and distribute positive disease results.

• Communicate to customers using judgment and discretion regarding disease issues or missed inspections.

• Enter weights from returned crop inspection reports and issue state numbers.

• Update, finalize and print crop inspection reports and certificates of field inspection.

• Maintain filing of field inspection records according to records retention policy and audit all maps to make sure all information in program is correct.

• Accurately prepares invoices, verifies invoice accuracy, prints and distributes or finalized invoices for monthly billing.

• Setup new user accounts and keep customer information up to date.

• Data entry to create maps for completed serology tests, as assigned.

• Maintain some knowledge of supervisory practices to coordinate temporary field inspectors. Participate in interviews, assist with hiring documents, training (orientation, disease identification, pesticide safety), timesheets, attendance tracking, and coordinate all scheduling, routing, and paperwork processing.

• Review daily travel logs and prepare travel vouchers for seasonal employees, as needed.

• Responsible for vehicle maintenance and mileage logs, maintains permanent vehicle records and completes monthly vehicle reports for assigned fleet.

• Assist with completion of laboratory sampling forms; package and mail/deliver field samples to the laboratory.

• Receive written requests for tags for planting of beans in the state of Idaho and issue Department In-State Planting Tags (green tags) and Department Approved Tags (yellow tags) and available inventory. Distribute and/or ship tags according to customer instructions.

• Update annually the Field Inspection Manual (Pink Book), MAPS Users’ Manual (Blue Book), Field Inspector’s Manual (Orange Book), and assist with the Phytosanitary Manual (Green Book); assemble copies for distribution and/or mail out. Create online versions for posting to ISDA website.

• Explain and apply interpretation of ISDA laws and rules.

Office Coordination/Administrative Requests

• Provide administrative office support to Field Services staff, Program Manager, Bureau Chief, and Administrator.

• Liaison between management, other organizational units, and external customers.

• Basic knowledge of multiple procedures and program requirements to respond to inquiries, explain department services, policies, procedures, and rationale for decisions to customers.

• Provide coverage of front-line customer service by greeting and directing visitors to appropriate office, staff, or division.

• Provide coverage operating central multi-line telephone system to receive and route calls; record telephone messages, screen calls, and ask questions to determine customers' needs.

• Provide backup as needed to Phytosanitary Export, Feed/Fertilizer/Amendment, Nursery/Apiary, and Invasive Species/Noxious Weeds/Range programs.

• Respond to emails and routine letters, direct inquiries as appropriate.

• Provide payment information to customers, and as assigned by Program Manager or Bureau Chief: accept cash payments (Boise only), open/code mail, generate invoices, and clerk payments in the fiscal program according to Cash Handling and other fiscal policies.

• Maintain payment receipt log, process refunds, and change forms for administrative signature, as needed for the field inspection program.

• Perform basic office functions such as copy, scan, document production, keyboard, file, and maintain record inventories.

• Generate, proof, and distribute correspondence, manuals, and memos, for Program Manager, Bureau Chief or Administrator to be distributed to industry and customers.

• Process purchasing card, track invoices and assign appropriate accounting strings.

• Assist with mail activities, incoming and outgoing; apply postage for outgoing mail, collect and send mail through mail room or post office, and dispatch mail accordingly.

• Copy confidential investigative reports and routine inspection reports to division staff.

• Schedule and coordinate arrangements for meetings and conferences.

• Order/stock office supplies.

• Fulfill responsibilities of an ISDA employee as outlined in the Department’s Risk Management/Safety Policy.

• Other duties as assigned.

BENEFITS: 

BEST RETIREMENT AVAILABLE IN THE NATION

We have one of the Nation's best state retirement systems (PERSI) that offers a lifetime benefit.

OTHER EXCELLENT BENEFITS

·Excellent medical, dental and vision insurance

·Generous vacation and sick leave accrual beginning as soon as you start

·11 paid holidays a year

·Paid parental leave 

·Multiple retirement savings plans, optional 401K, and optional 457 

·Basic life insurance for employee and family (employee covered at one times annual salary; spouse covered at $10,000; child covered at $5,000) 

·Ongoing training opportunities

·An opportunity for student loan forgiveness

EEO/ADA/Veteran's Preference 
If you have questions, 
please contact us at: 
[email protected]or at (208) 332-8520 

The State of Idaho is committed to providing equal employment opportunities and prohibits 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. 

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

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]. 

Thank you for your interest in the Department of Agriculture!