Administrative Assistant 2

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. Resources Division.

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

Example of Duties

Key Responsibilities:

• Maintain official records related to executive meetings, hearings, correspondence, policies, and procedures.
• Take/record minutes of meetings and assure 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.
• Screen visitors and phone calls and answer inquiries based on knowledge of policies and procedures.
• Assist with the maintenance of Divisional webpages.
• Reconcile accounts, billings, p-card reconciliations, and prepare summary reports.
• Approve or assist with purchases of supplies, equipment, services, and Division expenditures.
• Review grant work activities and assure it is accurate and timely.
• Compile monthly and quarterly vehicle maintenance reports and keep updated lists of all assigned vehicles.
• Track staff activities and distribute daily emails regarding those activities.
• Sort and distribute Division mail and enter checks in either the licensing or the registration program.
• Coordinate Public Records Request responses for the Division.
• Manage Division vehicle fleet, including tracking registration, fuel reports, expense reports, and other administrative requirements. 
• Fulfill responsibilities of an ISDA employee as outlined in the Department’s Risk Management/Safety Policy.
• Develop and/or maintain divisional inventories, rosters, executive records systems, forms, and databases.
• Responsible for ensuring all financial transactions related to your position, and those of your direct reports 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 required approvals, and seek prior advice and approval for non-routine transactions that are not easily defined within the ISDA’s policies and procedures. 
• Support divisional programs 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

This knowledge is typically gained by an associate’s degree in administrative services OR one year of experience performing all the duties listed above

• Researching, compiling, and summarizing data for reports

Typically gained by 6 months of experience independently writing similar 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

Experience:

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

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/