Administrative Assistant 2 - WEL

DEDICATED TO STRENGTHENING THE HEALTH, SAFETY, AND INDEPENDENCE OF IDAHOANS

*THIS ANNOUNCEMENT WILL BE OPEN UNTIL FILLED. APPLICANTS ARE ENCOURAGED TO APPLY AS SOON AS POSSIBLE TO BE CONSIDERED.*

The Idaho Department of Health and Welfare is seeking an Administrative Assistant 2 to work on the Administrative Support Team for the Division of Welfare providing administrative support and customer service to the division. This is a full-time position based out of the Central Office located in Boise, Idaho.

This position requires performing a wide variety of administrative support functions. We are seeking self-motivated candidates who excel working both autonomously and within a team environment. This individual must possess excellent organization and communication skills, strong attention to detail skills, a high level of professionalism, and an exceptional ability to successfully coordinate and complete multiple tasks while adhering to a deadline. Punctuality and dependability are key for this position.

This position is not eligible for telework.

BENEFITS:

BEST RETIREMENT AVAILABLE IN THE NATION

The State of Idaho offers a robust total compensation and benefits package, including but not limited to:

• We have one of the Nation's best state retirement systems (PERSI) that offers a lifetime benefit at retirement.
• 11 paid holidays
• Paid sick and vacation that begins accruing on your first day of employment; can be used immediately after accruing (no waiting time)
• Paid parental leave
• Medical, vision, and dental insurance benefits that become effective first of the month following your hire date. All contributions can be pre-tax (full-time/30 hours per week)
• 2 voluntary supplemental retirement plans including both pre-tax and Roth options
• Deferred compensation plan
• Life insurance for self, spouse, and children
• Short and long-term disability insurance
• Flexible Spending Accounts (FSA)
• Wide variety of training opportunities
• Some positions offer flexible hours and/or telecommuting
• Additional perks and discounts available through medical provider
• Public Service Loan Forgiveness (PSLF) Eligibility
• Employee assistance program

Additional information related to benefits and/or State programs can be found here: https://dhr.idaho.gov/StateEmployees/Benefits.html.*

EXAMPLE OF DUTIES:

• Provide professional administrative support for the Division of Welfare.
• Act as an agency liaison to other divisions and members of the public (greet customers, answer telephones and direct callers to proper party, and respond to inquiries regarding department services).
• Perform a variety of clerical support functions such as schedule and coordinate arrangements for meetings, schedule conference calls, mail distribution, file documents, and compose various types of correspondence requiring independent judgment as to content.
• Create, process, and maintain a variety of documents and administrative records containing technical information and difficult formats utilizing a variety of software.
• Compile data from different sources to generate, print and mail information to clients on an ongoing basis.
• Purchase and manage inventory of office supplies.
• Requisition equipment and software.
• Coordinate and prepare in-state and out-of-state travel arrangements and process reimbursements.
• Perform expenditure reconciliations.
• Provide technical support for conference room (video conference equipment, spider phone and cell phone functionality).

MINIMUM QUALIFICATIONS:

You must possess all the minimum qualifications below to pass the exam for this position. Please make sure your resume or work history supports your meeting the minimum qualifications for this position. Failure to do this may disqualify you from being considered for this position. It is highly recommended to attach a one-page cover letter to your application to demonstrate how you meet the requirements below.

• Good knowledge of office support functions including word processing, filing, composing a variety of business documents and reception. Typically gained by at least one year of work experience performing complex secretarial, office administration, & public relations assignments such as coordinating administrative office functions, committees, special projects, & highly sensitive, confidential, and/or political issues; applying extensive knowledge of departmental programs & objectives; independently researching, compiling, & organizing materials for executives/manager's use in problem resolution. Preparing reports, handling complaints or resolving problems; composing correspondence for executive/manager on own initiative using word processing.
• Good knowledge of researching, compiling, and summarizing data for reports. Typically requires 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.
• Experience Interpreting, applying and explaining complex information such as regulations, policies or services. Typically gained by 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. Decision making was controlled by established guidelines and my work was reviewed regularly by a supervisor.
• Experience independently solving problems/performing liaison activities in a work setting. Typically gained by at least one year of work experience in a setting that requires problem solving and conflict resolution with dissatisfied individuals. This experience also required that I be involved in the decision-making process concerning solutions for these dissatisfied individuals.
• Experience coordinating activities requiring complex arrangements. Typically gained by 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.

Below is preferred experience. It is not required for the position but applicants with this experience may receive consideration over other applicants.

• Demonstrated ability to operate in a fast-paced office environment, both independently and as a member of a team. Typically gained by 1 year working in an office setting. Please make sure your resume reflects this experience.

• Demonstrated experience using alphabetical, numerical, or subject filing systems to include determining file names, setting up new files, classifying, labeling, filing, and retrieving. Typically gained by 1 year working in an office setting. Please make sure your resume reflects this experience.

• Demonstrated experience with software programs such as Excel, Microsoft Office, Outlook, and SharePoint, etc. Typically gained by 1 year working in an office setting. Please make sure your resume reflects this experience.

• Demonstrated ability to balance, coordinate, and set priorities for multiple projects with varying deadlines, or for multiple supervisors. Typically gained by 1 year working in an office setting. Please make sure your resume reflects this experience.

Learn About a Career with DHW

***PLEASE NOTE: application assistance is not available after the business hours listed below, on the weekends, or on holidays and you must apply before 11:59 pm on the closing date. When applying, use CHROME as your browser to avoid complications.

If you have questions, please contact us at:

Email is the quickest way to get an answer to your questions.

(answered Monday through Friday during business hours MST)

EMAIL: dhwjobs@dhw.idaho.gov
PHONE: (208) 334-0681

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.

Preference may be given to veterans who qualify under state and federal laws and regulations.