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Idaho Division of Human Resources Administrative Assistant 2 in Boise, Idaho

Administrative Assistant 2

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Administrative Assistant 2

Salary

$19.00 Hourly

Location

Boise, ID

Job Type

Full Time

Department

Boise State University

Job Number

3735893

Closing

10/7/2022 11:59 PM Mountain

  • Description

  • Benefits

  • Questions

Description

Administrative Assistant 2

School of Public Service

Boise State University’s School of Public Service is dedicated to excellence in innovative teaching, cutting edge scholarship and meaningful community outreach, serving the State of Idaho, region, national, and global communities. The school is composed of rich and diverse academic programs, including Criminal Justice, Political Science, and Public Policy and Administration, as well as interdisciplinary programs such as Environmental Studies. The mission of the school is supported by a variety of centers and institutes that facilitate research and public engagement.

This position is for the acting administrator of the School of Public Service’s (SPS) Military Science Program. Acts as the liaison between the Military Science Department and its Army employees (affiliates) and Boise State University, 8th Bde, Cadet Command, and sometimes the Idaho National Guard. Military Sciences is the host program housed at Boise State University and works with additional partner schools (currently): Brigham Young University-Idaho, Idaho State University, Northwest Nazarene College, and College of Idaho. The incumbent must coordinate between these agencies to complement the functions of all departments, easily communicate needs, and solve conflicts between them.

This position is directly supervised by the Business Operations Manager of the School of Public Service while taking day-to-day operational direction from SROTC affiliates and their cadre.

Example of Duties

60% of Time the Administrative Assistant 2 must:

  • Coordinate administrative activities which require frequent contact with executives, the public, other agencies and campus officials. May attend meetings to relay and collect information.

  • Independently research, analyze, and compile information to prepare reports, handle complaints, or resolve problems; compose correspondence for supervisor on own initiative or from general instructions; format/type a variety of executive, sensitive, confidential, official and/or legal letters and documents.

  • Exercise discretion and independence in applying policies and procedures.

  • Responsible for the research, compilation, and organization of materials for administrators’ use in problem resolution.

  • Responsibility for financial record keeping including monitoring budgets, preparing financial transactions.

  • Supervise student support staff or have leadwork responsibilities.

  • May be responsible for ensuring that assignments given to other staff are completed and timelines are met. May supervise students and staff.

35% of Time the Administrative Assistant 2 must:

  • Serves as the front desk assistant who is the main point of contact for all visitors, answering questions, proactively problem-solving issues, and redirecting to proper Army cadre when needed. This duty requires an in-person presence in the office.

  • Acts as a liaison with Boise State (SPS) and affiliate representatives in the Military Sciences (MS) program on the Boise State Campus. This includes but is not limited to; Coordinating and disseminating Boise State required compliance training and notices to a staff of Army affiliates (currently 18 individuals), processing annual affiliation hiring and re-certifications for Army personnel to Boise State requirements, and understanding and ensuring affiliates are following Boise State compliance regulations for student engagement, on-boarding and off-boarding for affiliates in MS, represent Boise State to our Army partners in a professional and organized manner.

  • Serves as the main contact for satellite SPS office location on Boise State campus, acting as liaison to facilities & maintenance and related items such as key and property inventory, office supplies, parking, gym fees, etc. Current location is Extra-Mile Arena.

  • Engage frequently with cadets while proactively problem-solving and answering questions as needed. This will entail (but is not limited to): assisting with class scheduling, classroom preparation, giving permission to register, supporting student organizations, new student orientation, and assisting in academic adjustments as needed.

  • Make purchases with university-issued P-Card as required for The School of Public Service (SPS) and reconcile these purchases using School requirements.

  • Participate as a member of a 14-person staff within SPS that shares/covers tasks for others when workload needs arise.

5% of Time the Administrative Assistant 2 must:

  • Perform other duties as assigned.

Minimum Qualifications

Good knowledge of:

  • office support functions including word processing, filing, composing a variety of business documents and reception;

  • 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.

Score within the top 25 on exam.

Preferred Qualifications

  • Someone who enjoys both challenging assignments, as well as tasks that are less challenging but essential.

  • Experience in higher education and/or working in environments that require a high degree of compliance.

  • A "can-do" attitude!

Supplemental Information

Application Instructions

Please provide a cover letter indicating interest and qualifications and a resume with employment history.

Knowledge, Skills, Abilities

  • Ability to compose official correspondence, reports, research papers and other complex documents; providing administrative support to an administrator, director or senior staff member; designing manual and automated record management systems.

  • Some knowledge of supervisory practices; bookkeeping; financial software; state and local government organization structure, functions, and decision-making processes

Pay and Benefits

Salary range is $19 - $22.41/hour; commensurate with experience. Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://www.boisestate.edu/hrs/benefits/.

Questions?

Please contact Boise State Human Resources by phone at (208) 426-1616 or email at employment@boisestate.edu .

AA/EEO Statement – Boise State University is an affirmative action, equal opportunity employer. Boise State University is building a culturally diverse faculty and staff and strongly encourages applications from women, minorities, individuals with disabilities and covered veterans. As a federal contractor, the University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. View Boise State's complete pay transparency policy statement. (https://hrs.boisestate.edu/employees/files/2017/03/OFCCP-Transparency-Pay-Policy-Statement.pdf) If you require an accommodation to complete this application, please contact Human Resources at 208-426-1616.

Background Investigations – Any offer of employment at Boise State University will be contingent upon the successful completion of a criminal background investigation and may require a credit and/or motor vehicle background investigation depending on the position. Click here to view the University's full background investigations policy (http://policy.boisestate.edu/human-resources/background-investigations/) .

Jeanne Clery Statement: Notice of Availability of Annual Security and Fire Safety Report – The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) requires all colleges and universities that participate in federal financial aid programs to keep and disclose information about crime on and near their campuses to all job applicants. Click here to read the Boise State University Safety Report. (https://security.boisestate.edu/annual-security-reports/)

Hiring is done without regard to race, color, religion, national origin, sex, age or disability. Preference may be given to veterans who qualify under state and federal laws and regulations.

2225 W. University Dr.

Capitol Village #3

Boise, ID 83725-1265

Thank you for your interest in working at Boise State University!

https://dhr.idaho.gov/StateEmployees/Benefits.html

*Benefits may not be applicable for temporary or seasonal positions.

01

Minimum Qualification: I have at least one year of work experience creating, formatting, editing, printing and storing documents using a word processing software program; AND, this work experience included using word processing software to create mass mailings using mail merge functions and creating documents using columns and tables to display text and data.

  • Yes

  • No

    02

    Minimum Qualification: I have at least one year of work experience inserting or retrieving electronic and/or paper file materials using a subject matter or cross-reference filing system.

  • Yes

  • No

    03

    Minimum Qualification: I have at least one year of work experience writing and editing business correspondence using prescribed format, rules of punctuation, grammar and style.

  • Yes

  • No

    04

    Minimum Qualification: I have at least one year of work experience that required that I independently research, compile, develop and summarize material/data for reports on a frequent basis.

  • Yes

  • No

    05

    Minimum Qualification: Do you have at least one year of experience independently solving problems/performing liaison activities to deal with individuals, agencies or groups? Typically gained through at least one year of work experience requiring problem-solving skills in dealing with individuals, multi-agencies or groups to resolve conflicts, such as supervision, lead work, team facilitation, department or agency liaison, or providing high-level customer service.

  • Yes

  • No

    06

    Minimum Qualification: I have at least one year of work experience interpreting and explaining complex information such as policies, procedures, regulations, or laws. This experience included explaining discrepancies or having to explain to others how the information applied to their specific situations. My decision making was controlled by established guidelines and my work was reviewed regularly by a supervisor.

  • Yes

  • No

    07

    Minimum Qualification: I have at least one year of work experience coordinating complex arrangements for at least one major activity which included two or more responsibilities such as: travel, registration, accommodation negotiations, coordinating volunteers, audiovisual support, coordinating/selecting speakers, planning meals, designing forms, publicity, and entertainment.

  • Yes

  • No

    Required Question

Agency

State of Idaho

Address

304 North 8th Street Boise, Idaho, 83720

Website

https://www.governmentjobs.com/careers/idaho

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