TRS2 - Technical Records Specialist Plants

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 a Technical Records Specialist 2 (TRS2) for the Plant division in the Boise office.

This position will close July 25, 2024

Apply today!

Example of Duties

Key Responsibilities:

• Serve as the technical support expert for the Invasive Species, Noxious Weeds, and Range Bureau; this includes navigating and instructing callers to the Invasive Species Hotline.

• Provide initial customer contact, programmatic support, and interact with the public, cooperators, and other agencies.

• Explain in detail the requirements, laws, rules, processes and procedures to cooperators and the public.

• Assess the need for invasive species SOPs, protocols, and create draft documents from provided templates.

• Compile and review data from watercraft inspection stations, law enforcement, and cooperative weed management area cooperators; prepare and send correspondence regarding inadequate information on ledgers and supporting documentation.

• Assist Administrative Assistant 2 to manage equipment and office supply inventory, vehicles, submit repair requests, and surplus disposal.

• Process, print, copy, distribute, track, and file MOU/MOA’s, cooperative agreements, and other documents according to records retention policies and process payments when authorized.

• Route documentation for Director’s Office signature as needed.

• Compile, prepare, print, and distribute reports and other related documents.

• Collect annual report data and submit for Managers, Bureau Chief, and Administrator review.

• Proof and edit proposals, reports, correspondence, and public relations or educational materials.

• Coordinate and promote internal and external meetings and events.

• Update annual report of work, procedural desk manuals, reference sheets, memos and forms. Create online versions for posting to website, as appropriate.

• Assist GIS Analyst to research, verify and enter geographic data, as needed.

Office Coordination/Administrative Requests

• Provide administrative office support to Invasive Species/Noxious Weeds/Range staff, Managers, 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 Field Inspection/Phytosanitary Export, Nursery/Apiary, and Feed/Fertilizer/Amendment programs.

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

• Provide payment information to customers: accept cash payments, 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 Plants programs.

• 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 Managers, Bureau Chief, or Administrator to be distributed to industry and customers.

• Process purchasing cards, track invoices and assign appropriate accounting codes.

• 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.

Minimum Qualifications

Minimum Qualifications: These qualifications are mandatory requirements.

This position requires one year of work experience in each of the following:

· Monitoring record systems to identify and correct errors;

· Interpreting, explaining, and applying laws, regulations, and complex policies for multiple or highly specialized programs;

· Analyzing information and researching a variety of sources to identify and resolve problems or issues;

· Dealing with individuals from varying cultural and socio-economic backgrounds in stressful situations;

· Composing and proofreading business correspondence. This is typically gained by having at least 1 year office experience composing and proofreading a variety of business documents OR by successfully completing at least 1 college-level English composition or business class AND 6 months experience composing business documents.

This position requires six months of works experience in the following:

· Entering and retrieving data using a computerized record system. Typically gained by having at least 6 months experience in a work setting which required entry and retrieval of data in a databased records system or other computer records systems.

Specialty Qualifications: These qualifications are mandatory requirements

· Microsoft Word - ability to operate word processing software (such as Microsoft Word) and equipment at the rate of 40 wpm or more and produce merged documents, specialized tables, reports (columns), correspondence, forms (creating and using templates), and graphics.

· Experience Using Spreadsheet Software - at least one year of experience using spreadsheet software to create and modify electronic worksheets and design and print graphs

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 

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!

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