Management Assistant

Description

State of Idaho

Idaho Commission for Libraries

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 mission of the ICfL is to assist libraries to build the capacity to best serve their communities. We’re looking for a Management Assistant to join our team in Boise, Idaho. Located in the heart of downtown Boise, the ICfL embodies a people-focused agency with a supportive and friendly culture.

Summary: The purpose of this position is to provide support for the ICfL’s board, management team, and State Librarian and to facilitate efficient communications and workflow in a manner consistent with ICfL’s mission, vision, and values, utilizing continuous improvement and collaboration. This position performs a variety of administrative duties that enables management or administrators to function more effectively and performs related work. This opportunity can accommodate 30 to 40 hours of work per week.

Responsibilities:

• Schedule management team, all-staff, and board meetings 
• Collaborate with local library directors and board schedules to arrange and schedule annual board tours 
• Take minutes for board meetings · Post board meeting notices and ensure compliance with open meeting laws 
• Update web pages related to ICfL history, commissioners, and “about the ICfL” · Contribute to ICfL internal and external meetings as appropriate 
• Arrange travel for the Library Board of Commissioners and State Librarian 
• Process paperwork for board pay and travel reimbursements within state guidelines 
• Prepare agendas for Management Team meetings 
• Collaborate with agency Public Information Officer on creation and proofing of public relations collateral 
• Update the Board of Library Commissioners handbook annually 
• Coordinate board recruitment and tracking of the appointment process, schedule interviews, and draft appropriate correspondence 
• Maintain agency guidelines and board policies and ensures regular reviews and postings 
• Assist ICfL staff with event planning, event procedures, and travel 
• Assist with walk-in customers and back-up phone duties as needed 
• Assist with agency records

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: 

Good knowledge of: 

• computer applications; 
• coordination, planning and scheduling techniques for a specialized program or an administrator of a company or organization Experience: 
• coordinating events; 
• using Publisher software; 
• using Power Point; 
• composing official correspondence, reports, research papers and other complex documents; 
• managing budgets which includes responsibility for monitoring budget balances, approving expenditures, reconciling monthly statements, and providing input for budget development; 
• handling sensitive or confidential matters; 
• creating, modifying, and monitoring the schedule of events for management, boards and commissions; 
• writing technical documents, correspondence, guidelines, policies and procedures

Application Procedure: Prepare a cover letter, resume, and a list of references with at least two former or current supervisors and attach to your candidate profile.

Recruitment Contact: Questions about the position or the application process can be directed to Kayla Otto, Human Resource Business Partner I, at (208) 854-3064 or [email protected].

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, please visit https://dhr.idaho.gov/information-for-state-employees/.

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]. (If you have a contact for applicant accommodations at your agency, please replace the contact information).

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