Admin Assistant 2 - Ag. Inspections Division

Description

State of Idaho Opportunity

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

Summary

The Idaho State Department of Agriculture is currently recruiting for an Administrative Assistant II in the Ag. Inspections Division, Bureau of Ag. Services.

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

Example of Duties

Key Responsibilities:

• • Answers general program questions and redirects calls when necessary
  • Sends requested information via email and mail, as requested to new applicants
  • Updates the FSMA database with new farm information and informs staff of the entered operations
  • Become familiar with the Organics, Warehouse, FSMA, Hemp, and Hops programs and develop the ability to answer basic programmatic questions
  • Saves emailed documentation to appropriate folders and forwards to the appropriate programmatic personnel
  • Creates and maintains electronic filing system
  • Creates and maintains hard copy filing system;
  • Supports programs in administrative tasks related to the Organics, Warehouse, FSMA, Hemp, and Hops programs
  • Provides administrative support to programmatic staff which may entail typing correspondences, assembling reports, conducting research, compiling information for speeches and conferences, preparing presentations, making travel arrangements, scheduling calendars, writing letters and articles, proofreading and editing correspondence, and any other tasks assigned
  • Assists with in-state and out-of-state travel arrangements for personnel including booking hotel, flight, and rental car reservations
  • Processes expenditure vouchers, invoices, and P-card transactions using the Statewide Accounting/LUMA System
  • Coordinates the purchase of supplies, equipment, and services for the Organics, Warehouse, FSMA, Hemp, and Hops programs program and staff
  • Assists in inspection preparations
  • Review letters and reports for errors and/or formatting prior to completion and mailing
  • Assists in scheduling and preparing for meetings and hearings
  • Records, transcribes, distributes, and maintains records of meetings and hearings
  • Distributes program staff mail
  • Attend and receive a Grower Training Certificate from Produce Safety Alliance Training
  • Assists in the planning, preparing, and set up of Produce Safety Alliance Trainings
  • Manage the online hops program database
  • Be proficient in understanding and communicating regulations and requirements for hop exports to foreign countries
  • Issue all hop certificates and program-relevant documents within twenty-four hours of request
  • Helps create postcard mailings, educational handouts, reminder notices, and other outreach materials as required
  • Helps research questions and assists program employees in looking up information
  • Assist in monthly, quarterly, and annual reports for the Food and Drug Administration and the United States Department of Agriculture
  • Assists in preparing information for public records requests
  • Assist in coverage of the entire Ag. Inspection Division as needed
  • Assist in coverage of the Weights and Measures Program as needed
  • Assist in coverage of the hops lab as needed
  • Responsible for ensuring all financial transactions related to your position, and those of your direct report if applicable, are processed timely, accurately, and in accordance with ISDA’s policies and procedures
  • Maintain and submit appropriate documentation to fiscal to support the purpose of and to validate all transactions, obtain acquired approvals, and seek prior advice and approval for non-routine transactions that are not easily defined within ISDA’s policies and procedures
  • Special projects and other duties as assigned

   

  Minimum Qualifications: This qualification is a mandatory requirement.

  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

  Specialty Areas: These qualifications are mandatory requirements for this recruitment.

  Some positions may require one or more of the following:

  Some knowledge of:

  · Financial record keeping

  · Supervisory practices

  · Organization of electronic or print news media

  · State and local government organization structure

  Good knowledge of:

  · Legal terminology

  · Organizational awareness

  · Teamwork

  · Investigative procedures

  Experience:

  · Public relations

  · Composing official correspondence, reports, research papers and other complex documents

  · Using dictation/transcription equipment

  · Taking minutes

  · Transcribing tapes

  · Providing administrative support to an administrator, director, or senior staff member

  · Designing manual & automated record management systems

  · Using medical codes

  · Using Microsoft Access

  · Using Microsoft Excel for complex data analysis

  · Using Power Point

  · Using HTML & Web Editing Tools/Converting Images and Text

  · Using Publisher/Adobe Illustrator

  · Using Microsoft Word, Outlook and Excel

  · Using Microsoft Word at the advanced level

   

  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.*

  *Benefits may not be applicable for temporary or seasonal positions.

  
  

  EEO/ADA/Veteran's Preference

  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].

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

   

   

  Thank you for your interest in the Department of Agriculture!
  

  If you have questions,
  please contact us at:
  [email protected] or at (208) 332-8520

   

  Agency

  Idaho State Department of Agriculture

  Address

  2270 Old Penitentiary Rd.

  Boise, ID 83707

  Website

  https://agri.idaho.gov/