Job Opportunity: Administrative Assistant II

The Governor’s Office of Species Conservation has an exciting opportunity for a full-time Administrative Assistant II to fill a full-time position in Boise.

This position performs complex administrative duties, provides fiscal support for OSC staff, staff travel planning, coordinates and schedules meetings, and facilitates internal communication.

Successful candidates must work autonomously as well as with staff while gaining extensive knowledge of OSC activities, programs, and policies. The highly qualified candidate must display reliability, excellent communication skills, and attention to detail, a high level of professionalism, and an exceptional ability to successfully coordinate and complete multiple tasks. For questions regarding this position, please contact Lisa McIntosh; lisa.mcintosh@osc.idaho.gov.

Example of duties:

Administrative Support

  • Responsible for ensuring necessary timelines are met, including following-up with others regarding delegated tasks that are time-sensitive.
  • Works with individuals and staff to facilitate understanding of and compliance with departmental procedures and department policies and guidelines.
  • Handles department travel, reimbursements, and expenditures by using departmental guidelines and procedures.
  • Coordinates meeting logistics and captures minutes for multiple meetings.
  • Maintains agency website

Fiscal & Purchasing

  • Reconciles invoice discrepancies through vendor contact and makes corrections as needed.
  • Creates and submits travel authorizations, expense reports, requisitions, payment requests, interdepartmental charges, invoices, travel reimbursements, etc., to directly support all OSC programs.
  • Assists in department purchases through SCO purchasing module for the agency and Statewide Contract.
  • Purchases office supplies while meeting all state and federal requirements.
  • Performs annual agency inventory reports.

Clerical

  • Serves as a point of contact; often the first person with whom staff, and the public interact.
  • Maintains calendar requests and meeting scheduling.
  • Performs clerical duties as assigned.
  • Creates reports, as needed.

Minimum Qualifications

Good knowledge of:

  • Organizational awareness; teamwork; investigative procedures
  • Some knowledge of: financial record keeping; organization of electronic or print news media; state and local government organization structure
  • Office support functions including word processing
  • Filing
  • 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.
  • Public relations
  • Composing official correspondence, reports, and other complex documents
  • Taking minutes
  • Providing administrative support to OSC administrator, director, or senior staff member
  • Using Microsoft Excel, Power Point
  • using HTML & Web Editing Tools/Converting Images and Text
  • using Publisher/Adobe Pro
  • using Microsoft Word at the intermediate to advanced level

Preferred Qualifications:

  • Some knowledge of state and local government organization structure and functions
  • STARS and/or State Controller’s Office (SCO) applications
  • Website maintenance
  • Experience balancing and coordinating workload for multiple projects
  • Advanced knowledge of Microsoft Word
  • At least two years of experience using Excel.
  • Experience working with Adobe Professional
  • Experience coordinating meetings

For more information and to apply, view the job posting on GovernmentJobs.com