Administrative Assistant

Description

State of Idaho

Idaho Transportation Department

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

STATE OF IDAHO EMPLOYEES: If you are a current or temporary State of Idaho employee you MUST apply through Luma Opportunities. Applying through the State of Idaho’s external career website will cause duplicate profiles and will slow the processing of your application for a new position.re

Are you interested in working for an award-winning state agency with a Constructive Culture?

Idaho Transportation Department (ITD)ishas defined a Constructive Culture as a results-driven work environment where all employees treat each other with respect, develop themselves personally and professionally, support team efforts, and are accountable for their actions. Many efforts including leadership coaching and training are taking place to grow ITD’s Constructive Culture. This opening may be your opportunity to use your knowledge and skills and to also help promote a Constructive Culture atITD.

Idaho Transportation Department (ITD)isrecruiting fora Administrative Assistant to joinour Administrative team in our District 3 office located in Boise, ID.

This position could be the perfect career opportunity if you have excellent interpersonal skills and enjoy working in a fast-paced, detail-oriented environment. As the front-line customer service representative, you will assist customers both in person and by telephone, directing them to the appropriate office or staff. Your role will encompass a wide range of support functions, including collecting information, preparing events and travel arrangements, preparing invoices for payment, and serving as a liaison between management, other organizational units, and external customers. Additionally, you will perform related tasks to support the overall administrative functions of the organization.

Job Responsibilities

CUSTOMER SERVICE:

• Answer/Transfer/Take Message for Phones
• Greet Customers/Escort Customers
• Order Admin Supplies and restock
• Monitor entrance gates
• Provides administrative support and coordination for district activities
• Responds to inquiries and explains department services, policies, procedures, and rationale for decisions to customers
• Schedules and coordinates a variety of travel arrangements for management, events, and meetings
  
  

Accounts Payable/Cash Receipts

• Work with vendors to solve payments issues/credits/past due balances
• Prepare invoices for payment
• Prepare bank deposits
• Process transactions via telephone
• Run daily reconciliations
• Review employee reimbursement voucher for policy/procedure compliance prior to approval
• Ensure travel expense receipts are received for financial coding/review/approval in accounting system
  
  

Other Duties

• Aid departments on questions related to administrative functions
• Special projects as assigned
• Coordinate travel for management team
• Coordinate catering for department functions
• Duties as assigned by District Business Manager
  
  

Minimum Qualifications

• Office support functions including word processing, filing, composing a variety of business documents and reception.
• Gathering and compiling data.
• Balancing and coordinating a workload for multiple projects.
  
  

Experience

• Composing official correspondence, reports, research papers and other complex documents
• Providing administrative support to an administrator, director, or senior staff member
• Designing manual & automated record management systems
• Using Microsoft Excel
• Using Power Point
• Using Microsoft Word, Outlook and Excel
• Answering multi-line phone
  
  

Some Knowledge Of

• Financial record keeping
  
  

Good Knowledge Of

• Office support functions including word processing, filing, composing a variety of business documents and reception
• Gathering and compiling data
• Balancing and coordinating a workload for multiple projects
  
  

To learn more about the department, please visit theITD website. Make a difference in your community and in the lives of the citizens of Idaho! Contact an ITD Recruiter at:[email protected] call 208-334-8664. The Idaho Transportation Department does not sponsor work visas.

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, please visithttps://dhr.idaho.gov/information-for-state-employees/.

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 protected]. (If you have a contact for applicant accommodations at your agency, please replace the contact information).

Preference may be given to veterans who qualify under state and federal laws and regulations.