What are the responsibilities and job description for the Administrative Assistant III - PW position at City of Boise?
Summary Statement
Join us and help support the work in Facility Services and Operations (FSO) division and play an important role in keeping our building and facilities running smoothly. In this position you'll provide complex administrative support to both internal and external customers while coordinating inter-department and outside vendor work orders.
This role performs a variety of clerical, administrative, and accounting duties including assisting with contact administration, procurement, and general project management for facility-related projects.
You'll support departmental procedures, handle sensitive records, and help ensure efficient daily operations. We're looking for someone who anticipates needs, proactively provides information and solutions all while building positive working relationships to support departmental goals and objectives. This position works independently under general supervision while collaborating closely with staff across the FSO team.
Why the City of Boise?
The benefits are real and among the best in the Treasure Valley:
Applicants must be able to pass:
Essential Functions
Handles complex issues and problems and refers only the most complex issues to higher-level staff. Is capable of performing all duties of an Administrative Assistant level I and II, and provides leadership, coaching, and/or mentoring to a subordinate group, as needed.
Provides comprehensive administrative support to the department or team, including online research, scheduling meetings and calendar support and meeting preparation support, including agendas and minutes. Provides essential document creation, distribution, process tracking and follow-up.
Provides advanced support for specialized department contracts using associated software and collaboration with financial teams and manages deadlines. Assists with entry of purchase order requests and provides process follow through. Serves as a resource for contract assistance inquiries. Provides procurement process support, including invoice processing and coding and tracking, inventory/supply management, vendor coordination, specialized contract support and preparation of purchasing card receipts and transactions.
Supports event coordination and logistics needs. Conducts medium-complexity research projects. Facilitates effective communication within the team and with external stakeholders through email, phone and in-person interactions. Performs primary front desk support and backup. Enters and maintains data in computer systems and performs data collection and research as required.
Collaborates within the department's records management operation, including facilitating the retrieval, filing and storage of information following best practices and quality control practices. Ensures all classification of official records, documents and other media procedures meet applicable city, state and federal legal requirements. Catalogs, scans, indexes, develops and reviews many department documents. Participates in special records management projects.
Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.
Requirements
Additional Required Knowledge, Experience, And Training
Knowledge of:; computer usage including related software; general business office practices, procedures and telephone etiquette; data collection and research techniques and methods; organization and department operations, services and policies; applicable regulations and policies; professional license requirements, CEU requirements and state laws governing the licensing process; and computer usage including related software.
Ability to:; provide excellent customer service; analyze problems and develop solutions; gather, interpret and disseminate data and other business-related information; consolidate information from various sources into a prescribed report format; interpret governing regulations, policies and procedures; effectively explain departmental policies and procedures; communicate effectively in the English language at a level necessary for efficient job performance; and perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.
Individuals must be capable of operating vehicles safely and have an acceptable driving record.
Preferred Knowledge, Experience, And Training
Associate’s degree and five years of experience providing clerical and/or administrative support in a technical or complex program or work environment.
Join us and help support the work in Facility Services and Operations (FSO) division and play an important role in keeping our building and facilities running smoothly. In this position you'll provide complex administrative support to both internal and external customers while coordinating inter-department and outside vendor work orders.
This role performs a variety of clerical, administrative, and accounting duties including assisting with contact administration, procurement, and general project management for facility-related projects.
You'll support departmental procedures, handle sensitive records, and help ensure efficient daily operations. We're looking for someone who anticipates needs, proactively provides information and solutions all while building positive working relationships to support departmental goals and objectives. This position works independently under general supervision while collaborating closely with staff across the FSO team.
Why the City of Boise?
The benefits are real and among the best in the Treasure Valley:
- Zero-premium medical coverage for you and your family
- PERSI retirement plus employer-matched 401(k)/457b
- 10 hours vacation/month (grows with tenure), 12 paid holidays, and 8 hours sick leave/month
- 10 weeks paid parental leave
- $500 annual wellbeing incentive
- Tuition reimbursement and free local bus pass
- Basic life and long-term disability insurance at no cost
- High school diploma or equivalent
- 4 years of experience providing administrative support duties for a unit or functional group supporting business operations
- or an equivalent combination of education and/or experience.
- Valid state-issued driver’s license.
- Notary Public certification.
- First Aid and CPR certification.
Applicants must be able to pass:
- City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
- Driving Record Check
Essential Functions
Handles complex issues and problems and refers only the most complex issues to higher-level staff. Is capable of performing all duties of an Administrative Assistant level I and II, and provides leadership, coaching, and/or mentoring to a subordinate group, as needed.
Provides comprehensive administrative support to the department or team, including online research, scheduling meetings and calendar support and meeting preparation support, including agendas and minutes. Provides essential document creation, distribution, process tracking and follow-up.
Provides advanced support for specialized department contracts using associated software and collaboration with financial teams and manages deadlines. Assists with entry of purchase order requests and provides process follow through. Serves as a resource for contract assistance inquiries. Provides procurement process support, including invoice processing and coding and tracking, inventory/supply management, vendor coordination, specialized contract support and preparation of purchasing card receipts and transactions.
Supports event coordination and logistics needs. Conducts medium-complexity research projects. Facilitates effective communication within the team and with external stakeholders through email, phone and in-person interactions. Performs primary front desk support and backup. Enters and maintains data in computer systems and performs data collection and research as required.
Collaborates within the department's records management operation, including facilitating the retrieval, filing and storage of information following best practices and quality control practices. Ensures all classification of official records, documents and other media procedures meet applicable city, state and federal legal requirements. Catalogs, scans, indexes, develops and reviews many department documents. Participates in special records management projects.
Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.
Requirements
Additional Required Knowledge, Experience, And Training
Knowledge of:; computer usage including related software; general business office practices, procedures and telephone etiquette; data collection and research techniques and methods; organization and department operations, services and policies; applicable regulations and policies; professional license requirements, CEU requirements and state laws governing the licensing process; and computer usage including related software.
Ability to:; provide excellent customer service; analyze problems and develop solutions; gather, interpret and disseminate data and other business-related information; consolidate information from various sources into a prescribed report format; interpret governing regulations, policies and procedures; effectively explain departmental policies and procedures; communicate effectively in the English language at a level necessary for efficient job performance; and perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.
Individuals must be capable of operating vehicles safely and have an acceptable driving record.
Preferred Knowledge, Experience, And Training
Associate’s degree and five years of experience providing clerical and/or administrative support in a technical or complex program or work environment.
Salary : $500