Management Assistant

Description

State of Idaho

Division of Career Technical 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 Division of Career Technical Education (IDCTE) provides leadership, administration, and coordination for programs in secondary and post secondary career technical education (CTE) and adult education across the state of Idaho. With a customer-service focus, the Division leads Idaho’s efforts to prepare youth and adults for high-skill, in-demand careers.

Summary: The Management Assistant performs a variety of administrative duties that enable management or administrators to function more effectively; or primary focus is on administering a program; performs related work. This position serves as a trusted member of the management team, exercising prudence and judgement, representing the agency with stakeholders, and handling sensitive matters with discretion. The role requires strong organizational, communication, and problem-solving skills, along with the ability to interpret and apply policies, manage requests, and support high-level executives. This position requires in-depth knowledge of the organization to manage a single program or multiple projects. They interpret, apply, and implement policies and procedures to accomplish the mission of the organization. The incumbent is a part of the management team, may participate in management decisions, and may supervise staff. They have decision-making latitude and serve in a role with the freedom to act on and implement the decisions they have made within the responsibilities of the position. They are recognized by others as having the authority and accountability delegated by the administrator when responding to inquiries, resolving complex problems or issues, or committing department resources. This position may be underfilled with a lower-level classification and delegated increasing authority as expertise is gained.

Job Responsibilities:

• Provide administrative support to the State Administrator and executive leadership, including scheduling, communications, project coordination, and special assignments.
• Interpret, apply, and communicate agency policies and procedures to staff, stakeholders, and the public.
• Represent the agency with key stakeholders—including the Governor’s Office, State Board of Education, Legislature, secondary and postsecondary institutions, and industry partners—while handling sensitive or confidential matters with discretion.
• Serve on Emergency Operations Management building safety team; update staff rosters; communicate to staff building safety concerns, updates and changes; ensure safety procedures are met and understood by staff; take attendance for building evacuations.
• Research, analyze, and compile information for reports, correspondence, presentations, and technical documents; develop recommendations for management decisions.
• Plan, coordinate, and facilitate executive and division-level meetings, including agendas, materials, logistics, and minutes.
• Assist onboarding and orientation of new staff; mentor support staff and provide leadership for office operations.
• Assist offboarding activities for employees separating from the Division.
• Coordinate fiscal-related processes such as submitting purchase requests, travel requests, and expense reimbursements; negotiate and review contracts with vendors for travel, events, and services.
• Manage and evaluate assigned programs, projects, or initiatives to ensure alignment with agency goals, including intranet development, policy updates, and process improvement efforts.
• Support agency operations by coordinating facilities requests, office supplies, and building safety protocols, including emergency operations and staff communications.
• Performs various administrative duties and special projects for the agency as assigned.
• Order, replenish and monitor PPE supplies and perform regular cleanings.
• Other duties as assigned.

Minimum Qualifications:

Experience:

• Interpreting and applying regulations, policies, or procedures.
• Planning, organizing, implementing, and evaluating special projects.
• Independently researching, compiling, and summarizing information for reports on a frequent or recurring basis.
• Analyzing information, identifying problems, defining alternatives, and developing recommendations for management/administrators.

Preferred Qualifications:

Experience:

• Minimum of 5 years of experience providing support to one or more senior level positions.
• Handling sensitive or confidential information.
• Writing meeting minutes or technical documents
• Using databases and simple web-based editing tools.
• Interpreting and applying complex information
• Intermediate word processing skills
• Investigating and researching procedures or processes
• Coordinating activities requiring complex arrangements and multiple stakeholders.
• Coordinating multiple calendars, events, and meetings.

Knowledge of:

• Functional knowledge of Idaho's educational system
• Financial recordkeeping methods for agency operations.
• State and local government organization structure
• Awareness of IDCTE organizational structure
• Collaborate effectively with colleagues across functions, fostering a positive and solution-focused team environment.
• Office support functions, including word processing, filing, composing business documents, and reception.
• Researching, compiling, and summarizing data for reports.
• Computer applications, including Microsoft Office or Microsoft 365.

Apply online at https://statecareers.idaho.gov/. Provide a cover letter, resume, and a list of references with at least two former or current supervisors and submit it through the application portal. Questions about the position or the application process can be directed to Kayla Otto, Human Resource Business Partner I, at kayla.otto@dhr.idaho.gov .

Special Notification: 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; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. Additionally, Career Technical 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 ada.coordinator@dhr.idaho.gov. (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.