Administrative Assistant 2

Description

State of Idaho Opportunity

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.

About the Agency:

The Idaho Public Charter School Commission (IPCSC) provides oversight and support for over 60 state-authorized charter schools across the state. The IPCSC team collaborates with many stakeholders including charter school board members, administrators, faculty, parents and students as well as state-level education agencies, legislators, and the Commission. 

Summary:

The Administrative Assistant 2 (AA2) has a significant role in providing customer service for all external stakeholders, internal team members and Commissioners through professional, courteous and solution-driven actions and support. The AA2 also assists in the collection, monitoring, and verification of school-related data from many different sources, such as the Idaho's System for Educational Excellence (ISEE), state-level financial data, and school transparency website data. The AA2 is an integral part of the IPCSC team by providing assistance to the Director and managers in the development of various annual school reports, data presentations, and IPCSC meetings.

The ideal candidate will have strong customer service skills, be highly organized and detail-oriented, and possess problem-solving abilities. The AA2 has strength in data entry with accuracy, time management, ability to understand complex written and verbal instructions, work independently, and strong communication skills.

Job Responsibilities:

Office Support and Communications (80% of tasks)

• Monitor and manage all office emails and phone calls. 
• Manage school communication related to the full execution of Commission documents/contracts; such as, performance certificates, renewals, amendments, and any other documents/letters. 
• Assist with posting required documents and information on the Commission’s website.
• Assist with agency records requests. .
• Manage retention and destruction of records as per agency policy. 
• Assist the agency's operation manager with management of financial records, including invoicing and purchase card management.
• Assist agency director with coordinating external communications, meetings and document processing.
• Maintain agency records and files such as contact lists, network drives, and document management. 

Meeting Planning and Management (10% of tasks)

• Support IPCSC meetings by creating and posting meeting agendas, compiling supporting materials, and taking meeting minutes.
• Assist Commissioners and Director with meetings regarding: external and internal communication, venue and virtual space, travel arrangements, and assist with set-up of audio/visual equipment.

Operational Compliance Monitoring and Verification (10% of tasks)

• Assist with data collection through annual school audits, state-reported academic data, and regular website review of transparency documents
• Complete school website audits to ensure that schools are completing and/or posting the appropriate documents and/or materials as related to Idaho Statute. 

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.

• Experience with Microsoft Office suite or equivalent, Adobe, web conferencing, and office phone systems;
• Able to maintain confidentiality with sensitive information;
• Entering and retrieving data using a computerized record system;
• Experience providing customer service to a wide range of stakeholders such as students, parents, and charter school leaders;
• Composing and proofreading business correspondence;
• Experience creating accessible documents in accordance with Section 508;
• Experience or background in an educational setting serving K-12 students;
• Experience taking minutes;
• Experience providing administrative support to an administrator, director, or senior staff member;

• Financial record keeping;
• State and local government organization structure

• Organizational awareness;
• Teamwork

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 [email protected].

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