Administrative Assistant II

Description

State of Idaho

Office of the State Board of Education

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.

About the Agency:The Idaho State Board of Education (Board) is established in the Idaho Constitution for the “general supervision of the state educational institutions and public school system.” State law charges the Board with the general supervision, governance and control of public schools and postsecondary institutions, including community colleges. The Board is comprised of eight members: seven appointed by the Governor, as well as the statewide elected superintendent of public instruction. The Office of the State Board of Education (OSBE) is charged with providing professional staff support to the Board and implementing the Board’s policies, programs, and initiatives.

Summary:The Administrative Assistant 2 will perform complex secretarial, office administration, and public relations assignments, along with other related work. This position directly supports the College and Career Access team at the Board office in Boise.

We are seeking a candidate who excels in a fast-paced team environment and can balance a workload while coordinating multiple priorities. This position requires excellent customer service and public relations skills, answering phone calls, and screening callers for further access to staff. Successful candidates must be able to work autonomously and within a team while gaining extensive knowledge of the Board Transition Programs: Idaho Campus Choice, Apply Idaho, Scholarship Idaho and Next Steps Idaho. The candidate must display reliability, excellent communication skills, attention to detail, effective business writing skills, a high level of professionalism, and an exceptional ability to successfully coordinate and complete multiple tasks. Punctuality and dependability are key for this position.

Responsibilities

• Perform high level secretarial duties.
• Utilize effective public relations and liaison skills.
• Function with considerable independence and exercise discretion in applying policies and procedures.
• Obtain extensive knowledge of department programs and objectives.
• May be responsible for the research, compilation, and organization of materials for administrators’ use in problem resolution.
• May independently research, analyze, and compile information to prepare reports, handle complaints, or resolve problems.
• Compose correspondence for supervisor on own initiative or from general instructions.
• Format/type a variety of executive, sensitive, confidential, official, and/or legal letters and documents.
• Schedule and coordinate arrangements for meetings, regional and statewide workshops and conferences: create agendas, arrange catering, space and equipment; contact/register participants; and print, collate and distribute materials and information.
• Utilize word processing software to create, process, and maintain a variety of documents and administrative records containing technical information and difficult formats.
• Develop and manage surveys sent to stakeholders.
• Compose letters, correspondence, and memos requiring independent judgment as to content.
• Act as a liaison between the College & Career Access team and external customers; screen visitors, emails and telephone calls; answer inquiries and explain policies and procedures; process information that may be of a confidential nature; handle complaints that may include callers who are angry or upset.
• Process outgoing marketing materials.
• Arrange travel for staff and complete reimbursement forms
• Responsible for purchases related to travel, office equipment and supplies, and meeting materials including serving as p-card proxy for staff.
• Other duties as assigned.
• office support functions including word processing, filing, composing a variety of business documents and reception;
• researching, compiling, and summarizing data for reports.
• 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.
• Good knowledge of office support functions including word processing, filing, composing a variety of business documents and reception; researching, compiling, and summarizing data for reports. Typically gained by 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.
• Experience Interpreting, applying and explaining complex information such as regulations, policies or services. Typically gained by 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 gained through 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 gained by 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.
• Knowledge in finance and LUMA: purchasing, requisitions, proxy for all P-Cards, processing, and receiving.
• 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.
  
  

Minimum Qualifications

Good knowledge of:

Experience

Preferred Qualifications:

Application Procedure:Prepare a cover letter, resume, and a list of referenceswith at least two former or current supervisors and attach to your candidate profile.Questions about the position or the application process can be directed toKayla Otto, Human Resource Business Partner I, 208-854-3064 or [email protected].

Special Notification:This position is exempt from the rules of classified service under the provisions of Section 67-5303, Idaho Code. This position is educational professional exempt from overtime. The successful applicant will be required to pass a background check.

Benefits:The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. Additionally, Office of the State Board of Education employees receive tuition reduction benefits under the State Board of Education. 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].

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