Administrative Assistant I - Reception/Student Leadership - State of Idaho

Description

State of Idaho

Division of Career Technical Education

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

Intro/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: To perform a wide variety of secretarial support functions; apply detailed program knowledge in developing and/or maintaining program records systems and/or in collecting information, preparing reports and providing liaison between management, other organizational units, and external customers; perform related work. This position serves as the primary receptionist for IDCTE and addresses visitors accordingly in the lobby area. This position requires in-office attendance from Monday to Friday, 8:00 am to 5:00 pm schedule. 

Responsibilities:

• Coordinate non-routine secretarial and clerical activities.
• Compose letters, correspondence, and memos requiring independent judgment as to content.
• Compile and analyze information from a variety of sources to prepare reports.
• 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.
• Schedule and coordinate arrangements for meetings and conferences.
• Act as a liaison between their organizational unit and external customers.
• Become knowledgeable of multiple procedures and program requirements to respond to inquiries, explain department services, policies, procedures, and rationale for decisions to customers.
• Serve as receptionist for IDCTE, and work schedule is 8 am to 5 pm
• Greet guests and answer general inquiries.
• Lead responder on phone coverage team.
• Prepare travel requests, make travel arrangements, and process travel reimbursements.
• Financial record keeping including monitoring budgets and preparing financial transactions
• Limited local and in-state travel, as needed.

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

Preferred Qualifications/Specialties:

• Experience taking minutes
• Experience using spreadsheet software
• Intermediate word processing skills
• Experience using Microsoft Office or Microsoft 365 or equivalent
• Experience collecting and organizing data and managing a data base
• Experience interpreting, applying, and explaining complex information
• Some knowledge of Idaho's educational system

Application Procedure: 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 Specialist, at kayla.otto@dhr.idaho.gov .

Special Notification: Successful applicants 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 visit https://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.