IDOC - Administrative Assistant 1

Description

State of Idaho Opportunity

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

Summary:

The Idaho Department of Correction (IDOC) is currently recruiting for an Administrative Assistant 1 to act as the office receptionist and perform other clerical duties at IDOC’s Central Office in Boise, Idaho. This position will work Monday to Friday, from 8:00 a.m. to 5:00 p.m. and is responsible for opening and closing the building, answering the switchboard, directing calls to the appropriate person and/or department, greeting external customers, reserving fleet vehicles, and receiving and sorting mail daily. In addition, there is opportunity to participate in other special projects such as processing checks, maintaining the IDOC org chart, and others as assigned. This position is the sole initial point of contact for building reception and IDOC staff, and therefore dependability and good customer service is a must.

Responsibilities:

1. This position performs a wide variety of secretarial functions including receiving, sending, and sorting mail, receiving resident paychecks and correspondences from other state agencies, creating and responding to interdepartmental correspondences, and sending emails to a variety of sources. 
2. Composing business documents and applying a good knowledge of effective business English language usage, spelling, punctuation, and grammar. 
3. Opening the building at 8:00 a.m. and closing the building at 5:00 p.m.
4. Operating the multi-line switchboard and directing calls to the appropriate person and/or department. 
5. Greeting, signing in, and directing visitors and the public to the appropriate staff and/or department. 
6. Utilizing Microsoft word processing equipment (Word, Excel, Adobe and others) and computers to create, process, and maintain a variety of documents and administrative records, often containing technical information and difficult formats.
7. Scheduling and coordinating meetings and conferences. 
8. Acting as a liaison between IDOC staff, management, external customers, vendors, and other organizational units. 
9. Utilizing public relation and liaison skills to effectively communicate. 
10. Responding to inquiries and explaining departmental services, policies, procedures.

Minimum Qualifications:

1. Good knowledge of office support functions including word processing, filing, composing a variety of business documents, and reception duties. Typically gained by at least 1 year of full-time work experience performing a variety of office support functions, including word processing, filing, composing a variety of business documents, and reception duties OR at least 6 college level credits that included word processing, filing, and composing documents OR at least 3 college level credits that included word processing, filing, and composing documents AND at least 6 months of full-time work experience that included responsibilities related to office support functions. 
2. Good knowledge of customer service and public relations. Typically gained by at least 6 months of work experience with responsibility of answering business phones, greeting visitors, and screening callers for further access to staff. 
3. Good knowledge of balancing a workload and coordinating multiple priorities. Typically gained by at least 1 year of office work experience in which you were required to balance, coordinate, and set priorities for multiple supervisors. 
4. Good knowledge of gathering and compiling data. Typically gained by at least one year of work experience gathering information from a variety of sources to compile requested information and required that I have a good knowledge of services, operations, or programs.

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 

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.