Administrative Assistant II

Description

NOTICE: This position is not covered by Social Security. Instead, SWDH employees benefit from a mandatory 401(a) retirement plan with fixed employee and employer contributions.

• Vision: A Healthier Southwest Idaho.
• Mission: To promote the health and wellness of those who live, work and play in Southwest Idaho.
• Values: Accountability, customer-focused, and teamwork influence the work we do and the difference we hope to make.

Are you looking for an opportunity to serve the communities of Adams, Washington, Payette, Gem, Canyon, and Owyhee counties? Do you crave a job where you can make a difference and serve the public? Southwest District Health (SWDH) is recruiting an Administrative Assistant II to join the dedicated group of public health professionals in the Divisions of District Operations and Environmental and Community Health Services.

As an Administrative Assistant and public health employee, you will serve an active role in improving the health of your community. As part of a small, but mighty team, you will provide broad administrative support for multiple programs and staff at SWDH’s main office in Caldwell, with a focus on the Division Administrators and key projects within the District Operations (DO) and Environmental and Community Health Services (ECHS) Divisions. This includes applying detailed program knowledge to maintain record systems, collect and analyze data, manage document and grant routing processes, archive contracts and agreements, prepare reports, liaise with management, internal teams, and external partners, and perform related secretarial and administrative tasks for the DO and ECHS teams.

If you crave team-oriented work, purpose, and work/life balance, perhaps it's time you considered a career with SWDH. We're all about shaking up the stereotype that working in government is dull. We're disruptors and innovators, all passionately sharing the same vision of making Southwest Idaho the best place to live, work, and play. We believe in fostering a positive and inclusive workplace where everyone can thrive.

This position may include a teleworking option from within Idaho.

Excellent Benefits

This budgeted, regular full-time position offers a competitive benefits package including PERSI (one of the BEST RETIREMENT system available in the Nation) with a lifetime benefit!

• Medical, Dental, and Vision benefits (Employee-only PPO coverage at $70.74/month for medical/vision and $12.08/month for dental; low-cost options for family members. Free High Deductible Health Plan for employees; low-cost for dependents.)
• Life Insurance (FREE basic coverage; paid supplemental options for employees and dependents.)
• 11 paid holidays, generous vacation, and sick leave accrual starting immediately. (Holiday pay and accruals are prorated based on hours worked.)
• Mandatory 401(a) retirement program with 12.4% combined contributions
• Optional 401(k) and 457 Saving Plans
• Wellness Programs
• Flexible and family-supported policies, including 8 weeks paid parental leave
• Bring your canine friend to work on Fridays
• In-house fitness room and outdoor walking path
• Ongoing internal and external training opportunities
• Student Loan Forgiveness and Tuition Reimbursement!
• Easy commute with reverse traffic flow from Boise to Caldwell

Our generous benefits package boosts total compensation for full-time Administrative Assistant II, transforming the base pay range from $20.23 - $23.80/hour to an estimated total compensation value, including benefits, of $30.99 - $35.36/hour, showcasing our investment in your well-being and professional growth.

Typical Duties:

Candidates must be able to complete the essential job functions with or without reasonable accommodation and meet all the mandatory qualifications of the position.

• Manage calendars, schedule meetings, coordinate travel, and maintain communication channels (calls, faxes, emails, and mail) for DO and ECHS staff.
• Route and track contracts, grants, agreements, and MOUs; maintain related quarterly reports and scanning/filing systems.
• Provide administrative support for division meetings, including scheduling, preparing agendas, taking minutes, and setup.
• Support development, proofreading, and publishing of District Operations plans (Facility/Infrastructure, Loss Control, Compliance).
• Proofread documents and presentations for internal and external use, ensuring alignment with SWDH branding.
• Provide administrative and purchasing support for DO and ECHS divisions, including p-card reconciliation, invoices, requisitions, and purchase orders.
• Assist with inventory management, policy and SOP maintenance, and support for recruitment, onboarding, and employee development activities.
• Collect, enter, and maintain accurate data, including customer service surveys for reporting and quality improvement.
• Greet and assist visitors, staff the Director’s Office entrance and Receiving door, and back up customer service representatives.
• Collaborate with Administrative Assistant 2 and Management Assistant to enhance internal customer service and administrative support across the district.

Minimum Qualifications:

You must possess all the minimum qualifications listed below to qualify for this position. All required experience and/or education must be listed under the work history section of this application OR on your resume and must include a detailed explanation of your roles and responsibilities at each relevant employer.

Minimum Qualifications (MQ):

• 1-2 years of experience or equivalent education in:
   -     office support functions including word processing, filing, composing a variety of business documents and reception;
   -     researching, compiling, and summarizing data for reports.
• Approximately 2 years of related work experience in the following areas:
   -     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

MQ Specialty:

• Valid Driver’s License
• 6 months of experience or equivalent education in:
   -     State and local government organization structure
• 1-2 years of experience or equivalent education in:
   -     Legal terminology
   -     Organizational awareness
   -     Teamwork
• Approximately 2 years of related work experience in the following area:
   -     Public relations
   -     Composing official correspondence, reports, research papers and other complex documents
   -     Taking minutes
   -     Providing administrative support to an administrator, director, or senior staff member
   -     Designing manual & automated record management systems
   -     Using Power Point
   -     Using Publisher/Adobe Illustrator
   -     Using Microsoft Word, Outlook and Excel
   -     Using Microsoft Word at the advanced level
• Ability to:
   -     Operate Microsoft Word at the rate of 40 words per minute
   -     Fluency in the following: speaking, writing, and reading English

Ideal Knowledge, Skill, and Abilities:

• Knowledge of and skills using Microsoft Office 365 and other web-based data applications
• Ability to draft and proofread high-level written and verbal communications
• Ability to work well independently and in groups
• Ability to operate office equipment including computers, fax machines, copiers, printers, and phones
• Ability to pay close attention to detail and coordinate activities and programs simultaneously
• Ability to communicate well with internal customers and external customers and build relationships
• Ability to work with minimal supervision
• Ability to work with sensitive, confidential information and maintain confidentiality
• Ability to interpret, explain, and apply regulations and laws
• Ability to handle complaints and resolve conflict between staff and customer

Supplemental Information:

This position is not covered by Social Security. As a result, employees do not pay Social Security taxes and will not earn credits toward Social Security retirement, disability, or survivor benefits based on earnings from this job. However, Medicare taxes will still be withheld, and these earnings will count toward Medicare eligibility.

Who May Apply

Individuals who meet all the “MQ’s” and “MQ Specialties” listed above. Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodation may be directed to the contact listed on this job posting.

How to Apply

Log in to your https://statecareers.idaho.gov/ account, find this job announcement and select the Apply Now button. Attach your most current resume and follow the promptings to complete the exam. Hit submit. Applications will be accepted through 4:59 PM MST on the posting end date. 

The successful candidate will have a history and background supportive of the department's mission goal and be required to complete a pre-employment drug test and a criminal history background check to include fingerprints.

SWDH is an equal opportunity employer and hiring is done without regard to race, color, religion, national origin, marital status, sex, age, or disability, exercising the right to family care and medical leave. In addition, preference may be given to veterans who qualify under state and federal laws and regulations. Please direct requests for Reasonable Accommodation to the interview scheduler at the time the interview is scheduled. You may direct any additional questions regarding Reasonable Accommodation or Equal Employment Opportunity for this position(s) to the Human Resource Office at 208.455.5307.

NOTICE: Idaho's Public Health Districts are agencies that are authorized by the State of Idaho as independent bodies. District employees are not State of Idaho employees, rather District employees who receive benefits through the Office of Group Insurance.

To learn more about Southwest District Health, please visit SWDH.id.gov.

If you would like to become a part of our team, we encourage you to apply.

If you have questions about this position, please contact us at:
Email: [email protected]
Phone: 208.455.5307