Administrative Assistant 2, DJC

Description

State of Idaho Opportunity

Idaho Department of Juvenile Corrections

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

The Idaho Department of Juvenile Corrections is hiring and Administrative Assistant 2 to join our Community Operations and Program Services (COPS) team at our headquarters office located in downtown Boise!

The incumbent in this position will perform a wide variety of administrative and secretarial support functions for the Community Operations and Program Services (COPS) Division by supporting COPS workgroups to include the Idaho Juvenile Justice Commission and the Idaho Juvenile Training Council, which requires frequent contact with executives, the public, other agencies and government officials. the successful candidate will be able to provide a variety of high-level division support functions; determines and explains compliance with laws, rules, regulations and policies and takes appropriate action; performs related work.

Responsibilities: 
Division Administrative Support:

• Supports the COPS Division as a whole to ensure business continuity.
• Supports COPS workgroups, to include the Idaho Juvenile Justice Commission, and the Idaho Juvenile Training Council.
• Updates and edits web sites and web pages.
• Creates and edits professional level documents (of various types) that will be distributed to various stakeholders.
• Accurately and timely prepares, reviews, and tracks procurement documents and various documents, including letters of notation, ensuring any legal and/or purchasing reviews are completed in their entirety.
• Responsible for the research, compilation, and organization of materials for administrator’s use in problem resolution.
• Enters and retrieves data using a computerized records system.
• Manages scheduling and logistics for numerous meetings which may include developing agendas and distributing to meeting attendees, ensuring meeting agendas and notices that fall under the Open Meeting Laws are posted as required, creating, compiling and distributing training/meeting documents to meeting attendees prior to the meeting.
• Attends the meetings to capture minutes/notes and document complex information presented and prepare an official final document for distribution to various stakeholders as well as posting on the public-facing websites/
• Coordinates administrative activities which will require frequent contact with executives, the public, other agencies, and government officials.
• Handles administrative tasks, including copying documents, creating and maintaining binders, folders, and files, and reports, sorting and filing paperwork, compose and proofreading business correspondence, and reports in support of the division.
• Researches, analyzes, and compiles information to prepare reports, budgets, handle complaints, and resolve problems.
• Responsible for financial transactions such as reconciling credit card purchases.
• Interacts with and assists internal and external customers both in person, over the phone, and via written communication, taking and routing messages as necessary.
• Performs basic volunteer management including recruitment, retention and recognition of members appointed to the Idaho Juvenile Justice Commission.
• Prepares and distributes grant packets to reviewers.
• Facilitates public notice for grant announcements and provide technical assistance to grant applicants and recipients regarding forms, procedures, timelines, and other related areas.
• Additional duties as assigned.

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. 

Benefits: We offer a competitive benefits package that includes the following -

• Excellent medical, dental, and vision insurance - employee only coverage for PPO $65/month for medical and vision & $11.80/month for dental
• Participation in one of the Nation's best state retirement system
• Generous vacation and sick leave accrual that begins as soon as you start (accumulate approximately 3 weeks of vacation the first year, and increasing with state longevity)
• Eleven paid holidays in a year
• Eight weeks of Paid Parental Leave
• Multiple saving plans-optional 401k and 457 plans 
• Group Life Insurance/Disability Insurance/Supplemental Life Insurance - state provided basic life insurance coverage and affordable supplemental plans
• Public Sector Student Loan Forgiveness (eligibility requirements may apply)
• Tuition Reimbursement for continuing education 
• Employee Assistance Program - confidential support, information, and resources for all of life's challenges
• State and Department Wellness Programs
• Ongoing training opportunities 
• Potential flexible work schedule 

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.

CONTACT INFORMATION:
Idaho Department of Juvenile Corrections
P.O. Box 83720
Boise, ID
83720-0285

EMAIL:
[email protected]