Job Description

Description

"Serving consumers and agriculture by safeguarding the public, plants, animals and the environment through promotion, education and regulation."

The Idaho State Department of Agriculture is currently recruiting for an Administrative Assistant 2 in the in the Plant Industries Division.

This position will close on 6/16/2023 or sooner if the position is filled.

Example of Duties

Key Responsibilities:

• Maintain official records related to executive meetings, hearings, correspondence, policies and procedures.
• Take/record minutes of meetings and assure proper distribution.
• Format/type a variety of sensitive, confidential, and official letters and documents, policies, procedures, and reports.
• Maintain a calendar of events/activities.
• Schedule appointments and ensure related material is available and/or brief the Administrator.
• Screen visitors and phone calls and answer inquiries based on knowledge of policies and procedures.
• Explain Department regulations, policies, and procedures.
• Develop and maintain executive record system to catalog and store documentation, such as for record retention.
• Use database software to store, retrieve, compile or analyze data.
• Create and maintain electronic forms through Adobe Acrobat software for use by field staff.
• Keep track of due dates and assist staff to meet deadlines.
• Reconcile accounts, billings, p-card reconciliations, and prepare summary reports.
• Approve or assist with purchases of supplies, equipment, services and division expenditures.
• Compile monthly and quarterly vehicle maintenance reports and keep updated lists of all assigned vehicles.
• Track staff activities and distribute daily emails regarding those activities.
• Coordinate Public Records Request responses for the division.
• Manage Division vehicle fleet, including tracking registration, fuel reports, expense reports, and other administrative requirements.
• Fulfill responsibilities of an ISDA employee as outlined in the Department\'s Risk
• Serve as the primary assistant to the Division Administrator. Assist with correspondence, scheduling, messages, and helping coordinate his office and time.
• Serve as administrative support to the Noxious Weeds and Invasive Species Section.
• Process expenditure vouchers and p-card transactions using the Statewide Accounting System.
• Coordinate the purchase of supplies, equipment, and services for the Division.
• Apply and interpret rules, regulations, policies, and procedures for all the programs in the Division to incumbents, co-workers, and the general public.
• Service on the Department rules review committee to help draft and process Department rules.
• Prepare and coordinate the processing of legislation and promulgation of rules as directed by the Division Administrator.
• Maintain official Division correspondence files.
• Record, transcribe, distribute and maintain records of meetings and hearings.
• Maintain record of inventory and records inventory for the Division.
• Compile data for budget preparation.
• Develop and implement new methods, procedures, or strategies to solve work problems and improve productivity in multiple programs and work units.
• Assess office needs and make recommendations to management regarding equipment, space, and staff requirements for the Division.
• Arrange travel and lodging accommodations.

Minimum Qualifications

Minimum Qualifications: These qualifications are mandatory requirements.

• Good knowledge of office support functions including word processing; filing; composing a variety of business documents; reception; and 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.

Specialty Qualifications: These qualifications are mandatory requirements.

• Knowledge and experience with financial record keeping methods.
• Experience taking minutes.
• Experience composing official correspondence, reports, research papers, and other complex documents for an administrator, director, or member of senior staff.
• Knowledge of government organization structure, functions, and decision-making processes.
• Advanced knowledge and experience of Microsoft Word
• Experience using spreadsheet software such as Microsoft Excel to create and modify electronic worksheets and design and print graphs.
• Experience using presentation software such as Microsoft Publisher and PowerPoint.
• Experience developing forms or documents using software such as Publisher, Adobe Professional, and Adobe Illustrator.

Supplemental Information

Desirable Area: This qualification is not required; however, if you have the related background, it may increase your score.

• Some knowledge of supervisory practices
• Experience with computerized records systems.

Temporary appointments from this announcement, serving at least one thousand forty (1,040) hours of continuous service, may be hired as an entrance probationary employee without further examination for the same classification and location as announced.
Candidates who reach the final hiring stage will be required to participate in a criminal background check. Having a criminal record will not automatically eliminate applicants from consideration but may be considered as part of the hiring process.

Thank you for your interest in the Department of Agriculture!

If you have questions,

please contact us at:

or at (208) 332-8520

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 .

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

BEST RETIREMENT AVAILABLE IN THE NATION

We have one of the (PERSI) that offers a lifetime benefit.

EXCELLENT BENEFITS

insurance-employee only coverage for PPO $65/month for medical and vision & $11.00/month for dental * generous vacation and sick leave accrual beginning as soon as you start

• 11 paid holidays a year
• paid parental leave
• multiple savings plans, optional 401K, and optional 457
• basic life insurance for employee and family
• employee covered at one times their annual salary
• spouse covered at $10,000
• child covered at $5,000
• wellness programs
• ongoing training opportunities
• an opportunity for
• and more!

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