Administrative Assistant 2 - Dd Services

Description

DEDICATED TO STRENGTHENING THE HEALTH, SAFETY, AND INDEPENDENCE OF IDAHOANS

People Making a Difference!

***THIS ANNOUNCEMENT WILL BE OPEN UNTIL FILLED. APPLICANTS ARE ENCOURAGED TO APPLY AS SOON AS POSSIBLE TO BE CONSIDERED.

The Division of Family and Community Services (FACS) has an exciting opportunity for an Administrative Assistant 2 in our Developmental Disabilities (DD) bureau. This position will support a Deputy Division Administrator, the DD Crisis Prevention and Court Services Program Manager, and the DD Project Manager. The incumbent should be able to work independently or as part of a group and should be able to multitask in a busy office environment. The incumbent will manage calendars for multiple individuals within the bureau. The incumbent will assist in travel arrangements, billing, budget processing, and purchasing card reviews, and will also interact with the financial unit to insure fidelity to accounting procedures. The ideal candidate will also have extensive experience using MS Office suite of applications.

This position is located at the Department’s administrative office in downtown Boise.

BENEFITS:

BEST RETIREMENT AVAILABLE IN THE NATION

We have one of the Nation's best state retirement systems (PERSI) that offers a lifetime benefit.

OTHER EXCELLENT BENEFITS

• And more!
• Ongoing training opportunities
• Generous vacation and sick leave accrual beginning as soon as you start
• Multiple savings plans, optional 401K, and optional 457
• Wellness programs
• Excellent medical, dental and vision insurance- (full-time) employee only coverage for PPO $65/month for medical and vision & $11.80/month for dental
• An opportunity for student loan forgiveness
• 11 paid holidays a year
• Paid parental leave
• Basic life insurance for employee and family (employee covered at one times annual salary; spouse covered at $10,000; child covered at $5,000)

EXAMPLE OF DUTIES:

• Composes correspondence for supervisor on own initiative or from general instructions and formats/types a variety of executive, sensitive, confidential, official and/or legal documents.
• Responsible for financial transactions such as reconciling credit card purchases and other bookkeeping records.
• Purchase and order supplies and other inventory needed.
• Performs complex secretarial, office administration, and public relations assignments.
• Researches, analyzes, and compiles information to prepare reports, budgets, handle complaints, or resolve problems.
• Coordinates administrative activities requiring frequent contact with executives, the public, other agencies and governmental officials.

MINIMUM QUALIFICATIONS:

You must possess all the minimum qualifications below to pass the exam for this position. Please make sure your resume or work history supports your meeting the minimum qualifications for this position. Failure to do this may disqualify you from being considered for this position.

Good knowledge of office support functions including word processing, filing, composing a variety of business documents and reception. Typically requires:

• At least one year of work experience performing complex secretarial, office administration, & public relations assignments such as coordinating administrative office functions, committees, special projects, & highly sensitive, confidential, and/or political issues; applying extensive knowledge of departmental programs & objectives; independently researching, compiling, & organizing materials for executives/manager's use in problem resolution. Preparing reports, handling complaints or resolving problems; composing correspondence for executive/manager on own initiative using word processing.
• At least one year of work experience creating, formatting, editing, printing and storing straight text documents using a word processing software program; AND, this work experience included using word processing software to create mass mailings using mail merge functions and creating documents using columns and tables to display text and data.
• At least one year of work experience inserting or retrieving electronic and/or paper file materials using a subject matter or cross-reference filing system.
• At least one year of work experience writing and editing business correspondence using prescribed format, rules of punctuation, grammar and style.

Good knowledge of researching, compiling, and summarizing data for reports. Typically requires at least one year of work experience that required that I independently research, compile, develop and summarize material/data for reports on a frequent basis.

Experience Interpreting, applying and explaining complex information such as regulations, policies or services. Typically requires at least one year of work experience interpreting and explaining complex information such as policies, procedures, regulations, or laws. This experience included explaining discrepancies or having to explain to others how the information applied to their specific situations. Decision making was controlled by established guidelines and my work was reviewed regularly by a supervisor.

Experience independently solving problems/performing liaison activities in a work setting. Typically requires at least one year of work experience in a setting that required that I perform problem solving and conflict resolution with dissatisfied individuals. This experience also required that I be involved in the decision making process concerning solutions for these dissatisfied individuals.

Experience coordinating activities requiring complex arrangements. Typically requires at least one year of work experience coordinating complex arrangements for at least one major activity which included two or more responsibilities such as: travel, registration, accommodation negotiations, coordinating volunteers, audiovisual support, coordinating/selecting speakers, planning meals, designing forms, publicity, and entertainment.

Below is preferred experience. It is not required for the position but applicants with this experience may receive consideration over other applicants.

• Experience providing administrative support to an administrator, director, or senior staff member to include such duties as coordinating administrative committees; handling communications dealing with highly sensitive, confidential, and/or political issues; applying extensive knowledge of departmental programs & objectives; and/or receiving inquiries and determining priorities for an administrator, director or senior staff member. Typically gained by at least two years of related work experience.
• Experience with financial record keeping methods. Typically gained through completion of at least a one-semester course in financial record keeping or accounting that covered debiting, crediting, reconciling and balancing financial records and verifying their accuracy AND at least six months of experience; OR at least one year of experience performing accounting/financial record keeping duties as a predominant responsibility of the job.
• Experience storing, retrieving, and compiling information using database software, such as Microsoft Access. Typically gained by 1 year of experience performing this function in a business setting or completion of a college-level course regarding this subject.
• Experience composing official correspondence, reports, research papers and other complex documents for an administrator, director, or member of senior staff. Typically gained by at least two years of related work experience.
• Experience designing manual and computer record management systems/filing systems at a level which required needs analysis. Typically gained by two years of related work experience.

Learn About a Career with DHW

***PLEASE NOTE: application assistance is not available after the business hours listed below, on the weekends, or on holidays and you must apply before 11:59 pm on the closing date. When applying, use CHROME as your browser to avoid complications.

If you have questions, please contact us at:

Email is the quickest way to get an answer to your questions.

(answered Monday through Friday during business hours MST)

EMAIL:[email protected]

PHONE:(208) 334-0681

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.