ADMINISTRATIVE ASSISTANT 1

State of Idaho Opportunity

The Idaho Department of Lands (IDL) is seeking a full-time Administrative Assistant 1.

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

Description

This position oversees administrative operations for the Eastern Supervisory Area’s Idaho Falls Office and provides fiscal administration for the Idaho Falls and Jerome Field Offices. The position supervises one full-time Office Specialist. Specific duties, some of which may be delegated, include:

CUSTOMER SERVICE:

• Provide customer service support by greeting visitors, directing in-person meetings to appropriate staff, responding to routine inquiries, and assisting with call routing as needed.

FISCAL:

• Review and code all office expenditures for accuracy and policy compliance; forward invoices to the appropriate administrative office for payment processing.
• Review PCard transactions to ensure proper documentation and coding prior to Level 1 approval.
• Serve as Area Payroll and Benefits Coordinator, including review of employee timesheets in the absence of the primary supervisor.
• Prepare bank deposits in accordance with Department policy.
• Track and maintain budget reports for all Area programs.
• Perform all fire business duties within the East Idaho Forest Protective District and provide fire business support, as needed, for operations across the rest of the Area.

GENERAL OFFICE SUPPORT:

• Compose and prepare correspondence; create, process, and maintain documents and records in accordance with policy.
• Maintain organized filing systems, including records retention and document purging in accordance with policy.
• Maintain vehicle usage and cost logs for Area-assigned vehicles.
• Monitor and replenish office supply inventory.
• Manage incoming and outgoing mail in accordance with Department procedures.

SUPERVISION:

• Provide direct supervision of the Office Specialist, including work assignment, training, mentoring, performance management, and completion of annual evaluation.

Concurrent General Responsibilities for all Eastern Area Staff Include:

• Safety. Provide for safety first in all activities. Promote and reinforce a culture of safety, model safe work practices, and support safety training and continuous improvement efforts.
• Planning. Support the Area Manager in establishing goals and objectives for supporting staff functions, aligning administrative operations with the Department’s mission, program targets, and strategic plan.
• Organization. Assist in developing and managing budgets, setting work priorities, and coordinating administrative resources to support Area program goals.
• Implementation. Coordinate and prioritize administrative activities to ensure timely and accurate support of Area programs and initiatives.
• Communication. Maintain clear and professional communication with staff, supervisors, and partners to ensure alignment with Department activities, initiatives, and expectations.

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:

• Supervisory practices
• Bookkeeping (accounts payable/accounts receivable)
• Financial software

Experience:

• Using spreadsheet software
• Intermediate word processing skills
• Collecting and organizing data and managing a database and electronic folders/files.
• Microsoft Office Suite
• Interpreting, applying, and explaining complex information to customers
• Assist with lease/permit/contract account management activities

Nature and Scope

These positions perform a wide variety of secretarial functions. Incumbents are delegated the authority to coordinate non-routine secretarial and clerical activities. Incumbents compose letters, correspondence, and memos requiring independent judgment as to content; compile and analyze information from a variety of sources to prepare reports. They utilize word processing equipment and/or computers to create, process, and maintain a variety of documents and administrative records containing technical information and difficult formats. Incumbents schedule and coordinate arrangements for meetings and conferences. Incumbents act as a liaison between their organizational unit and external customers. Incumbents must be knowledgeable of multiple procedures and program requirements to respond to inquiries, explain department services, policies, procedures, and rationale for decisions to customers. Incumbents may: perform legal secretarial support functions and apply knowledge of the legal system to prepare and process legal documents; have responsibility for financial record keeping including monitoring budgets, preparing financial transactions; supervise support staff or have lead work responsibilities.

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.