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Management Assistant

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Posting Begin Date: 2025/01/14
Posting End Date: 2025/01/28
Category: Administrative Asst
Sub Category: Office and Administrative Support
Work Type: Full Time
Location: Boise, ID, United States
Minimum Salary: 22.00
Maximum Salary: 25.00
Pay Rate Type: Hourly

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Description

State of Idaho Department of Commerce

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

*Current state employees must apply through the State of Idaho Luma system*


As the lead economic development, marketing and broadband agency for the State of Idaho, the mission of the Idaho Department of Commerce is to foster a business-friendly environment to aid in quality job creation, support existing companies, strengthen communities, promote innovation, and market Idaho domestically and internationally.

Description:

The Idaho Department of Commerce has an opening for a full time Management Assistant to join our team. This position will assist a multitude of teams at the department and will perform related tasks on behalf of the Director and Administrators.

This position will work with managers and specialists with the goal of maintaining Idaho’s reputation as being a top place to start, expand and grow a business. This includes assisting with projects related to:

  • Supporting the expansion and retention of Idaho businesses and attraction of new businesses to the state
  • Promoting and marketing Idaho's resources; developing, producing and coordinating consumer and industry marketing information
  • Providing technical marketing assistance to Idaho's businesses
  • Cultivating the development of new businesses and job opportunities across targeted industry sectors
  • Guiding Idaho businesses in exports of goods and services to the world and encouraging foreign investment in Idaho
  • Encouraging communities to be prepared for business growth through infrastructure development and site readiness

This position requires strong time management, organizational, and verbal/written communications kills. This position also requires the incumbent have excellent teamworking skills and the flexibility to adapt to changes and accept challenges. 

Job Responsibilities:

  • Coordinate team members with travel bookings, travel related administrative tasks, and requisitions
  • Plan, arrange and prepare for meetings, conferences, trade shows, trade missions, and events, including scheduling, document, and audio/visual preparation etc. This may include handling meeting and event logistics such as organizing location, travel, transport, catering, etc.
  • Assist with grant reporting and administrative duties including reporting, documentation, company outreach, reconciliations, etc.
  • Assist the Public Information Officer with the creation of presentations, newsletters, managing and maintaining the website, gathering and compiling data including economic statistics, and the creation and management of marketing collateral
  • Assist Administrators & Managers with human resources and operational related duties including employee onboarding, policy reviews and documentation, information technology requests, inventory assistance, facilities coordination, etc.
  • Maintain confidential information and comprehensive, accurate records
  • Draft, review, and send communications on behalf of Director/Administrators
  • Answer and respond to general phone calls, communicate messages and information; backup for front desk work when necessary
  • Other additional and/or alternative duties as assigned through supporting other department teams including Business Development, Business Attraction, Tourism & Marketing, Community Development, Office of Broadband, Rural Services, Fiscal & Grants.

    Minimum Qualifications: 

    Experience: 

    • 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 
    Preferred Qualifications:

    Experience:

    • At least two years of experience working with executives, elected officials, media, and the public
    • Planning and scheduling techniques for a Chief Executive Officer, President, Vice President, or other executive officer of a company or organization
    • Proficiency with Microsoft Office Products (Word, Excel, etc.)
    • In hospitality management, event planning, business administration, marketing, or another related field
    • Coordinating, planning, and scheduling techniques for a specialized program, events or an administrator of a company or organization
    • Creating, modifying, and monitoring the schedule of events for management, boards and commissions
    • Composing official correspondence, reports, research papers and other complex or technical documents such as guidelines, policies, and procedures.

    Some knowledge of:

    • Contracts, grants, and federal reporting systems
    • Managing budgets which includes responsibility for monitoring budget balances, approving expenditures, reconciling monthly statements, and providing input for budget development
    • Financial record keeping methods
    • Personnel administration
    • Customer Relationship Management (CRM) programs

      Benefits:

      The State of Idaho offers a robust total compensation and benefits package, including but not limited to:

      Additional information related to benefits and/or State programs can be found here: 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.

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