Administrative Assistant 2 - SCF

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 a detail-oriented, highly organized, and professional Administrative Assistant 2 to support Crisis Prevention and Court Services (CPCS), including the Idaho START Program. This position provides high-level and administrative support to program leadership and staff, coordinating office operations, maintaining sensitive information, preparing complex documents and reports, and facilitating communication with internal and external partners.

The ideal candidate will exercise sound judgment, maintain confidentiality, manage competing priorities, and work independently to ensure administrative functions and program activities are completed accurately and efficiently. This position requires strong communication, research, organizational, and problem-solving skills, along with the ability to coordinate meetings, special projects, and administrative processes in support of program goals. This position will be located at our Boise office.

This position may be eligible for limited telework after successful completion of probation and necessary training. Approval to telecommute is not guaranteed and subject to termination at any time.

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 high-level administrative support to program leadership and staff, including managing calendars, coordinating meetings, arranging appointments, and tracking assignments and deadlines.
• Prepare and maintain official documents by composing, editing, and formatting correspondence, reports, presentations, meeting minutes, and other complex or confidential materials.
• Coordinate communication and public relations activities by serving as a liaison between program staff, department leadership, other government agencies, community partners, and members of the public.
• Support Crisis Prevention and Court Services and the Idaho START program by coordinating administrative activities, organizing program information, maintaining records, and assisting with the timely completion of program-related assignments.
• Research, compile, and analyze information to prepare reports, summarize findings, respond to inquiries, and provide accurate information to support administrative decision-making.
• Maintain confidential records and information in accordance with applicable policies, procedures, and records management requirements.
• Coordinate meetings, committees, and special projects, including preparing materials, documenting discussions, communicating follow-up items, and monitoring progress toward established deadlines.
• Develop and maintain tracking tools and administrative systems using Microsoft Office applications, including Excel spreadsheets, electronic records, and other tools to organize information and support program operations.
• Interpret and communicate policies, procedures, and program requirements by researching information, responding to questions, and directing inquiries to the appropriate staff or resources.
• Coordinate general office operations by managing incoming communications, organizing files, monitoring administrative needs, and identifying opportunities to improve processes and workflow.

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. - Experience providing administrative support to leadership in healthcare, behavioral health, social services, or government setting. Typically gained by one year of experience providing administrative support to an administrator, director, or senior-level staff member. - Experience coordinating meetings, projects, and administrative activities while managing competing priorities and deadlines. Typically gained by one year of experience coordinating meetings, special projects, or office operations in a professional setting. - Experience using Microsoft Office and electronic records management systems to organize information, maintain confidential records, and support administrative processes. Typically gained by one year of experience using Microsoft Word, Outlook, Excel, and PowerPoint, along with electronic records management systems or SharePoint. - Experience interpreting, applying, and explaining complex information, including regulations, policies, procedures, or services. Typically gained by one year of experience researching requirements, interpreting guidelines, and communicating complex information to staff, stakeholders, or the public. - Ability to type at least 40 words per minute while maintaining accuracy and proficiency in preparing correspondence, reports, and other business documents. Typically gained through education, training, or work experience involving regular keyboarding and document preparation. 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: [email protected]

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 [email protected].

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