Administrative Assistant I Jobs

Description

• 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 I to join the dedicated group of public health professionals in their General Support Division.

If you crave team-oriented work, purpose, and work/life balance, perhaps it's time you consider 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 SWDH the best place to live, work, and play.

As an Administrative Assistant I 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 perform a wide variety of secretarial support functions for the General Support (GS) Division. You will apply detailed program knowledge in developing and/or maintaining program records systems and/or in collecting information, preparing reports, and providing liaison between management, other organizational units, and external customers; perform related administrative work for the GS Administration, Facilities, Finance, Human Resource (HR) and Information Technology (IT) teams.

Excellent Benefits

This budgeted, regular full-time position offers a competitive benefits package including https://www.persi.idaho.gov/docs/members/PERSI-Benefits-at-a-Glance.pdf with a lifetime benefit!

• Opportunity for Student Loan Forgiveness and Tuition Reimbursement!
• Medical, Dental, and Vision benefits, and Life Insurance (FREE basic and paid for supplemental options) for both the employee and eligible dependents (High Deductible Health Plan insurance-employee only coverage for FREE)
• Optional 401K and 457 Saving Plans
• Generous vacation and sick leave accrual beginning as soon as you start (11 paid holidays per year)
• Ongoing Internal and External Training Opportunities
• Wellness Programs

Our generous benefits package increases the total compensation investment of a full-time Administrative Assistant I making $16.57 - $19.49/hour to an estimated $26.87 - $30.44/hour.

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.

• Proofread reports, documents, and presentations drafted by GS for internal and external use and ensure compliance with SWDH’s branding guide.
• Provide data entry, maintain records, and ensure information is accurate and up to date.
• Order supplies, maintain inventory levels, and ensure that office equipment and supplies are in good working order.
• Staff the Administration entrance full time and assist with the Receiving door as needed to ensure professional customer service is provided to external guests and visitors.
• Ensure the annual review and revision of District plans in GS, including the Facility/Infrastructure plan, Loss Control Plan, and the Compliance Plan is conducted by the appropriate individuals; provide proofreading support and publish the plans.
• Assist GS with collecting and developing customer service survey data to ensure timely reporting and quality improvement updates as needed.
• Work with the AA2s and the Management Assistant to build internal customer service capacity and administrative support throughout the agency.
• Manage calendars, schedule appointments, and coordinate meetings with internal or external partners; schedule and coordinate meeting room reservations for GS division and manage travel requests.
• Handle contract routing for the district, including uploading documents, updating tracking sheets, and scanning documents.
• Support division meetings including scheduling, taking minutes, developing agendas, etc.
• Manage communication channels for GS staff including handling incoming calls, admin. fax, emails, and mail.
• File documents, organize records, and maintain inventory support through the Historical Society Records Center.
• Develop and maintain Standard Operating Procedures (SOP) and policies for GS with input from other staff members.

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)

• Good knowledge of office support functions including word processing, filing, composing a variety of business documents and reception. Typically gained by two semesters of Office Procedures coursework AND six (6) months of office support experience; OR at least one (1) year of experience in an office environment performing a wide variety of office support functions as the predominant responsibility of the job (Ex: answering telephones, using knowledge of computer software, filing systems and general office equipment).
• Good knowledge of balancing and coordinating a workload for multiple projects. Typically gained by at least one (1) year of full-time office experience which required balancing, coordinating, and setting priorities for multiple projects with varying deadlines, or for multiple supervisors.
• Good knowledge of gathering and compiling data. Typically gained by at least one (1) year of full-time work experience gathering information from a variety of sources to collect, and compile requested information, which required good knowledge of services, operations, or programs.

MQ Specialty

• Experience using spreadsheet software. Typically gained by at least one (1) year of experience using spreadsheet software to create and modify electronic worksheets and design and print graphs.
• Valid Driver’s License
• Experience with intermediate word processing skills. Typically gained by at least one (1) year of work experience using word processing software to format a variety of business documents; OR recent word processing training AND at least six (6) months of work experience performing word processing.
• Experience interpreting, applying, and explaining complex information. Typically gained by at least (1) year of professional work experience performing these tasks and should include responsibility for explaining discrepancies or explaining to others how the information applied to their specific situations.
• Experience using Microsoft Office programs including, Outlook, Word, PowerPoint and Excel. Typically gained by successful completion of training in the use of Microsoft Office programs, including, Outlook, Word, and Excel; OR at least six (6) months of full-time work experience using these programs as a frequent part of the job. When responding to work experience statements, the intent is that this be full-time work (at least 35 hours per week). Two years of experience working 20 hours per week equates to one year of work experience.

Ideal Knowledge, Skill, And Abilities

• Ability to work with minimal supervision.
• Ability to handle complaints and resolve conflict between staff and customers.
• Ability to pay close attention to detail and coordinate activities and programs simultaneously.
• Ability to work well individually and in groups.
• Interpret, explain and apply regulations and laws.
• Ability to operate office equipment including computers, fax machines, copiers, printers, phones.
• Ability to take the initiative and seek solutions to complex issues.
• Ability to provide high-level written and verbal communications.
• Ability to communicate well with customers, and build relationships.
• Ability to maintain confidentiality, work with sensitive and confidential information.

Supplemental Information

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.

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 208.455.5318.

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.org.

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: 208.455.5318