ADMIN ASST 1 - State of Idaho

Description

Idaho Department of Lands

The Idaho Department of Lands (IDL) is seeking a full-time Administrative Assistant 1. This position will be located at the Maggie Creek Area office in Kamiah, ID.

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

Responsibilities:

This Administrative Assistant 1 position is responsible for performing a wide variety of Area specific secretarial support functions. This position supervises one full-time Office Specialist. Specific responsibilities, some of which may be delegated to the Office Specialist, include:

· CUSTOMER SERVICE

o Greet and direct visitors to appropriate Area staff member.

o Answer routine questions and provide informational materials as requested.

o Answer incoming phone calls, ask appropriate questions to determine customer's needs, and route calls to appropriate Area staff members.

· FISCAL RELATED ACTIVITIES

o Review all office bills and code for payment.

o Forward all invoices to the appropriate staff office (Coeur d’Alene or Boise) for processing payment.

o Review purchase card transactions and ensure correct documentation and coding prior to Level 1 approval.

o Serve as the Payroll/Benefits Coordinator for the Area

o In the absence of the primary Supervisor, review of all employee time sheets to check for accuracy and correctness.

o Maintain an appropriate knowledge level needed to accurately answer employee questions related to payroll and benefits.

o Prepare all bank deposits as required by policy.

o Compile and process records related to the Department’s Fire Management Program.

· GENERAL OFFICE SUPPORT

o Compose correspondence; create, review, and process documents and records as requested or provided by policy

o Assist Area staff with seasonal hiring (e.g., provisioning/deprovisioning)

o Assist Area staff when requested with document development (letters, reports, emails, etc.), review and suggest appropriate corrections prior to mailing

o Ensure documents and files are organized, purged and/or filed as appropriate. Maintain logs of use/costs for each vehicle assigned to the Area.

o Ensure adequate stocks of office supplies are ordered and maintained. Ensure out-going mail is properly prepared and in-coming mail processed. Create, process, and maintain Area fire business documentation

· SUPERVISION

o Provide supervision, mentoring, training, and professional development for the Office Specialist

o Complete annual evaluation for the Office Specialist

Minimum Qualifications

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.

Desired Qualifications

Some Knowledge of:

· Marketing sales strategies/fundraising/volunteer recruitment

· Supervisory practices

· Bookkeeping

· Navision financial software

· State and local government organization structure, functions, and decision-making processes

Good knowledge of:

· Legal terminology, procedures, and legal ethics

· Interpreting, applying, and explaining complex information such as Idaho Administrative Codes (IDAPA) pertaining to fire regulations, Idaho Forest Practices Act, and Lake Protection Act.

Experience:

· Taking minutes, transcribing

· Using spreadsheet and database software

· Intermediate word processing skills

· Basic accounting experience to assist in developing budgets and processing and tracking expenditures.

· Using desktop publishing and related software

· Two or more years’ experience of administrative assistance experience in a professional office.

· Ability to exercise discretion and good judgement regarding confidential and sensitive department transactions.

· Microsoft Office

· Interpreting, applying, and explaining complex information

· Performing lease/contract account management activities

· Using HTML & Web Editing Tools/Converting Images

Other:

· Keyboard/type at the rate of 50/60 words per minute

· Speak, write, read fluently in English

Benefits:

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 related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html.*

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 ada.coordinator@dhr.idaho.gov.

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

About the Idaho Department of Lands:

Become part of an organization where you will work with dedicated people who are committed and skilled in managing and protecting Idaho's natural resources.

The Idaho Department of Lands (IDL) believes in its employees and values stewardship, service, accountability and cohesiveness. Our goals emphasize our people and processes, financial stewardship, and customer focus. We strive for a culture in which leadership equips, entrusts and expects employees to make decisions in fulfillment of our mission. View our Strategic Plan here.

Under the direction of the Idaho State Board of Land Commissioners, IDL manages more than 2.5 million acres of state endowment trust land under a constitutional mandate to produce maximum long-term financial returns for public schools and several other State of Idaho institutions. Leases and other contracts are used to authorize revenue generating activities such as timber harvest, grazing, farming, mining, commercial use, residential use, and conservation in a prudent and sustainable manner.

Managing endowment trust lands is only part of our story. We also protect public resources such as water quality, fish, wildlife habitat, and recreation on navigable waterways, and ensure the protection of water quality and other resources by overseeing forestry and mining practices across all ownerships in the state. We also work to reclaim abandoned mines in Idaho. One of our most important resource protection responsibilities is fire prevention and suppression. We also aid landowners in managing their forest lands, work with communities to plant trees in urban settings, help keep working forests working through the Forest Legacy Program, and work with many partners to promote healthy forests on a landscape level. IDL also is the administrative arm of the Idaho Oil and Gas Conservation Commission.