Constituent Services/Front Desk Specialist

Description

Idaho Department of Education

This position is exempt from classified state service and the rules of the Division of Human Resources and the Idaho Personnel Commission.

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

The Idaho Department of Education (Department) is dedicated to serving and providing common-sense leadership, support, and resources to educators across the state. The knowledge, skills, and experience of the Department’s employees are among our most valued and important assets. Employment with the Department provides a rewarding career that positively affects the lives of children in Idaho. To learn more, please visit our website at http://www.sde.idaho.gov/.

The Constituent Service/Front Desk Assistant at the Idaho Department of Education (Department) staffs the front desk in the main reception area. This position will be the first line of contact with the public, both in-person and answering phones. The incumbent must possess good knowledge of department programs and services to provide and obtain accurate information, explain and apply rules, policies, and procedures, and refer people to the appropriate department or staff.

The candidate must be dependable and always present a professional appearance and demeanor. In addition to answering phones and greeting guests, this position will perform a variety of office support functions and will occasionally provide general office support to department programs. This position works Monday through Friday, 8:00 AM to 5:00 PM, with time off for breaks and lunch.

RESPONSIBILITIES: 

• Provide front-line customer service and specialized information regarding department rules, policies, procedures, and programs.
• Answer phones, screen and route calls, take messages, and check central voicemail.
• Greet, assist, and direct individuals in securing services.
• Question visitors to determine needs or purpose of visit.
• Compile daily education news each morning from various news sources and distribute via email to a distribution list of recipients.
• Perform a variety of office support functions such as producing labels, forms, name badges, and prepare meeting packets.
• Scan a variety of files, save to appropriate databases, and maintain corresponding record systems.
• Print daily meeting schedules for conference rooms and post outside each conference room.
• Check electronic faxes throughout the day and forward as appropriate.
• Sort and distribute office mail.
• Update staff lists for searchable Department and State phone listings.
• Order office supplies, as appropriate.
• Other duties as assigned

• High school diploma or GED equivalent is required.
• Requires sufficient speech and hearing acuity to perform customer service work. 

• Questioning customers to obtain detailed information in a business setting;
• Independently handling complaints and upset individuals in a business setting;
• Answering a business telephone using knowledge of business telephone procedures and etiquette;
• Explaining policies, procedures, and rules, and referring customers to the appropriate department or staff;
• Reviewing documents and records for accuracy and completeness;
• Accessing data using a computerized records system;
• Composing documents using Microsoft Word
• Managing information and data in Excel spreadsheets;
• Working in an environment where you were responsible for performing several tasks simultaneously while having continual interruptions.

• Operate standard office equipment such as a computer, telephone, copier, and scanner.

• Perform general administrative duties including typing, filing, answering phones, processing paperwork, and assembling office materials.
• Read, review, and process both printed and digital documents.
• Navigate websites and online systems; identify and respond to safety concerns; greet and assist visitors.
• Maintain focus and attention to detail for extended periods.
• Understand, communicate, and follow through on program support tasks and responsibilities.
• Approximately 90% of time is spent sitting at a desk or workstation, up to 4 hours at a time.
• Approximately 10% of time is spent standing, walking, bending, or kneeling.
• Occasionally lift items, typically weighing under 5 lbs., and occasionally up to 20 lbs

TRAVEL REQUIRED: 

This position typically does not require travel but may occasionally be requested to do so.

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.*

ADDITIONAL BENEFITS INCLUDE: 

Vesting in the Public Employee Retirement System of Idaho (PERSI): All employees of the Idaho Department of Education are non-classified. They are appointed by the elected official and serve at the pleasure of the elected official. As such, employees working at a non-classified agency are considered vested in the PERSI retirement system after five (5) consecutive months of service, versus five (5) years of service at a classified agency. 

Tuition Fee Waiver: All Idaho Department of Education employees in permanent full-time positions may register for instructional courses during any academic period, at any participating state funded institutions of higher education, for a $20.00 nonrefundable registration fee per semester and $5.00 per credit hour charge.

TO APPLY: 

To apply for this position, please submit 1.) a customized letter of interest, 2.) a resume, and 3) a list of three professional references. Attach the resume to your online application. Insert your letter of interest and references into the space provided in the questions section of the application. 

Your letter of interest should specifically address how your education, training and work experience meet the responsibilities, qualifications, and required skills of the position. A writing sample, such as a letter of interest, provides an opportunity to evaluate your writing skills as well as your ability to demonstrate you meet the qualifications of the position. Your resume must clearly support the information provided in your letter of interest. A resume does not substitute for a letter of interest. Applications that do not include a letter of interest will not be accepted. 

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.