Administrative Assistant II

State of Idaho Opportunity

Idaho Department of Environmental Quality (DEQ)

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This agency currently does not sponsor employment visas. Only candidates who are currently authorized to work in the United States will be considered.

Applications will be accepted through 11:59 PM Mountain Time on the posting end date.

Important Guidelines: Applicant resumes must demonstrate how they meet the MINIMUM QUALIFICATIONS listed in the job announcement.

Selection Process: Resumes will be screened based on the criteria outlined in this announcement. A select number of candidates who have demonstrated that they meet the MINIMUM QUALIFICATIONS of the position and have the most relevant qualifications may be given the opportunity to be interviewed.

The Department of Environmental Quality may conduct verification of the information provided in your application, including validation of driver's license status, education, employment, and criminal history. Omission and/or falsification of information provided in your application will result in your removal from consideration for employment, appointment, or promotion.

State of Idaho Employees: When searching for a new career within the state, browse and apply through Luma Opportunities. Applying through the State External Career website will cause duplicate profiles and will slow the processing of your application for a new job. Internal candidates should always use Luma Opportunities.

Position:

The Idaho Department of Environmental Quality (DEQ) is hiring an Administrative Assistant II for the State Office in Boise.

Salary Range: $21.42

Responsibilities:

· Financial administration and purchasing:

- Process and track invoices, p-card transactions, reimbursements, travel expenses, requisitions, purchase orders, and other financial transactions.

- Review transactions for accuracy, approvals, charge codes, supporting documentation, tax-exempt status, and compliance with DEQ and state requirements.

- Coordinate with staff, Fiscal, purchasing, and vendors to resolve issues and ensure timely payment.

· Public records custodian:

- Serve as the division’s public records request custodian.

- Receive, log, assign, track, and coordinate requests following state and DEQ policies and guidelines using JustFOIA.

- Communicate deadlines and follow up with staff.

- Compile responsive records.

- Coordinate review of confidential information, exemptions, and redactions.

- Communicate with requesters.

- Maintain complete records of requests and responses.

· Executive and division administrative support:

- Provide administrative support to the Drinking Water Protection and Finance division administrator, bureau chiefs, and division staff.

- Coordinate calendars, meetings, travel, training, conference calls, room reservations, equipment, supplies, and other logistics.

- Track assignments, deadlines, routing documents, and follow-up items.

- Handle confidential and time-sensitive information.

· Division operations and staff support:

- Assist with employee onboarding and departures, workspace and equipment needs, computer and supply inventories, meeting support, staff coverage, and special projects.

- Maintain current desk procedures and perform other related duties as assigned.

· Document preparation and records management

- Prepare, edit, format, route, and distribute correspondence, reports, forms, and other documents.

- Maintain templates and ensure documents follow DEQ standards.

- File and maintain records in records management system.

- Coordinate mailings, phone calls, and general inquiries.

Minimum Qualifications:

Good knowledge of:

• office support functions including word processing

• filing (primarily electronic)

• composing a variety of business documents

• 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.

Physical Requirements (with or without reasonable accommodations

Salary : $21