Job description

Key Responsibilities:

• Maintain official records related to executive meetings, hearings, correspondence, policies and procedures.
• Take/record minutes of meetings and assure proper distribution.
• Format/type a variety of sensitive, confidential, and official letters and documents, policies, procedures, and reports.
• Maintain a calendar of events/activities.
• Schedule appointments and ensure related material is available and/or brief the Administrator.
• Screen visitors and phone calls and answer inquiries based on knowledge of policies and procedures.
• Explain Department regulations, policies, and procedures.
• Develop and maintain executive record system to catalog and store documentation, such as for record retention.
• Use database software to store, retrieve, compile or analyze data.
• Create and maintain electronic forms through Adobe Acrobat software for use by field staff.
• Keep track of due dates and assist staff to meet deadlines.
• Reconcile accounts, billings, p-card reconciliations, and prepare summary reports.
• Approve or assist with purchases of supplies, equipment, services and division expenditures.
• Compile monthly and quarterly vehicle maintenance reports and keep updated lists of all assigned vehicles.
• Track staff activities and distribute daily emails regarding those activities.
• Coordinate Public Records Request responses for the division.
• Manage Division vehicle fleet, including tracking registration, fuel reports, expense reports, and other administrative requirements.
• Fulfill responsibilities of an ISDA employee as outlined in the Department’s Risk
• Serve as the primary assistant to the Division Administrator. Assist with correspondence, scheduling, messages, and helping coordinate his office and time.
• Serve as administrative support to the Noxious Weeds and Invasive Species Section.
• Process expenditure vouchers and p-card transactions using the Statewide Accounting System.
• Coordinate the purchase of supplies, equipment, and services for the Division.
• Apply and interpret rules, regulations, policies, and procedures for all the programs in the Division to incumbents, co-workers, and the general public.
• Service on the Department rules review committee to help draft and process Department rules.
• Prepare and coordinate the processing of legislation and promulgation of rules as directed by the Division Administrator.
• Maintain official Division correspondence files.
• Record, transcribe, distribute and maintain records of meetings and hearings.
• Maintain record of inventory and records inventory for the Division.
• Compile data for budget preparation.
• Develop and implement new methods, procedures, or strategies to solve work problems and improve productivity in multiple programs and work units.
• Assess office needs and make recommendations to management regarding equipment, space, and staff requirements for the Division.
• Arrange travel and lodging accommodations.

Minimum Qualifications: These qualifications are mandatory requirements.

• Good knowledge of office support functions including word processing; filing; composing a variety of business documents; reception; and researching, compiling, and summarizing data for reports.
• Experience 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.

Specialty Qualifications: These qualifications are mandatory requirements.

• Knowledge and experience with financial record keeping methods.
• Experience taking minutes.
• Experience composing official correspondence, reports, research papers, and other complex documents for an administrator, director, or member of senior staff.
• Knowledge of government organization structure, functions, and decision-making processes.
• Advanced knowledge and experience of Microsoft Word
• Experience using spreadsheet software such as Microsoft Excel to create and modify electronic worksheets and design and print graphs.
• Experience using presentation software such as Microsoft Publisher and PowerPoint.
• Experience developing forms or documents using software such as Publisher, Adobe Professional, and Adobe Illustrator.

Job Type: Full-time

Pay: $18.03 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Boise, ID 83712: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

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