Administrative Assistant 1

About this job

Idaho Department of Education

This position is exempt from classified state service and the rules of the Division of Human Resources and the Idaho Personnel Commission.

Please note: Applications will be accepted through 4:59 PM MST on the posting end date.

All applications must be submitted through the State of Idaho Careers website.

The Idaho Department of Education (Department) is dedicated to serving and providing common-sense leadership, support, and resources to educators across the state. The knowledge, skills, and experience of the Department's employees are among our most valued and important assets. Employment with the Department provides a rewarding career that positively affects the lives of children in Idaho. To learn more, please visit our website at http://www.sde.idaho.gov/.

The Certification and Professional Standards division implements rules and policies regarding certification. The division assists individuals and local education agencies with understanding requirements and routes to certification. In addition, the division processes certificates, background investigation checks, oversees the educator ethics processes, and works with the Professional Standards Commission to ensure each Idaho student receives a quality education taught by competent, qualified, and ethical educators.

The Administrative Assistant 1 position will perform a variety of office support functions, including providing general administrative support to the division director and team personnel. The incumbent will additionally perform duties associated with supporting the Professional Standards Commission. Emphasis will be placed on strong writing and organizational skills and balancing and coordinating the workload for multiple projects. Teamwork and communication are essential.

RESPONSIBILITIES:

Background Investigation Checks

• Order and facilitate printing of fingerprint cards

• Review, sort, and respond to BIC forms emails

• Provide backup for BIC Technical Records Specialist during busy season (rejected fingerprints, release forms, and fingerprint card email and mailings)

• Assist with receipting during busy season

Certification

• Process and pay division-associated invoices

• Assist with mailing alternative authorization certificates

• Assist with scanning in new applications

Ethics

• Process and pay Ethics related invoices

• Assist with ethics hearing logistics (coordinate hearing location, travel arrangements, travel reimbursements, etc.)

• Process returned ethics mail (scanning, putting in TCA, checking for other addresses and potentially resending documents to new addresses)

• Assist with filing of certified mail receipts in TCA

Professional Standards Commission (PSC) (Sparingly- 5 meetings per year)

• PSC Secretary- Compile meeting minutes

• Assist in coordinating the new PSC member orientation

• Contract annual lodging arrangements for Commissioners

• Approve and maintain Secure File Transfer Protocol (SFTP) access for commissioners

• Maintain the PSC Master Member Roster and update Commission and Committee lists

• Reserve department and off-site meeting rooms for PSC meetings

• Provide timely assistance to commissioners and PSC administrator-approved speakers regarding PSC meeting travel and reimbursement

• Purchase airfare using a state issued purchasing card (P-card) for PSC members who require air travel

• Purchase (via P-card) and set up snacks and meals for PSC meetings in consideration of dietary needs

• Provide necessary logistical assistance to PSC members

• Order and prepare new PSC member supplies

• Set up PSC meeting rooms, including recording equipment, if applicable

• Create meeting notices, agendas, and minutes in collaboration with PSC staff, PSC members, legal staff, and external speakers

• Post meeting notices, agendas, and minutes in collaboration with PSC staff, in compliance with Idaho Public Meeting Law

• Notify Communications Team of PSC meetings

• Publish documents to Townhall Idaho website

• Print PSC sign in sheets and distribute at each PSC meeting

• Print all necessary handouts for PSC meetings

• Process PSC meeting travel reimbursement forms for commissioners and speakers approved by the PSC Administrator; follow up on outstanding reimbursement forms as necessary

• Prepare service certificates for outgoing PSC members

• Process and pay PSC invoices

• Email substitute reimbursement forms to Commissioners and process completed forms

Full Division

• Format any public documents for ADA accessibility per department policies and procedures

• Maintain office supply inventory and order new supplies

• Other duties as assigned

MINIMUM QUALIFICATIONS:

• High school diploma or GED equivalent is required

• Must be able to communicate clearly, both verbally and in writing

• Good knowledge of Microsoft Word, Excel, and PowerPoint

• Good knowledge of office support functions including word processing, filing, composing a variety of business documents, gathering and compiling data, and balancing and coordinating a workload for multiple projects

• Detail-oriented

• Good customer service skills

PHYSICAL DEMANDS: (with or without accommodation)

• Dexterity to operate office equipment

• Ability to perform standard office administrative functions, including but not limited to: typing, filing, answering phones, processing documents, collating and preparing office materials as needed

• Good vision to review hard copy and electronic documents; operate standard office equipment, including, but not limited to computer, copier/scanner, multi-line phone system; navigate website resources; greet and direct patrons; identify safety concerns

• Ability to concentrate for extended periods of time

• Mental acuity to comprehend, communicate, monitor and ensure adequate program support

• Approximately 90% of time is spent sitting at desk or workstation, up to 4 hours at a time

• Approximately 10% of time is spent standing, walking, bending, and kneeling

• Occasional lifting may be required, frequently less than 5 lbs., but up to 20 lbs.

TRAVEL REQUIRED:

Administrative Assistants typically do not travel but may occasionally be requested to do so.

BENEFITS:

The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html.*

ADDITIONAL BENEFITS INCLUDE:

Vesting in the Public Employee Retirement System of Idaho (PERSI): All employees of the Idaho Department of Education are non-classified. They are appointed by the elected official and serve at the pleasure of the elected official. As such, employees working at a non-classified agency are considered vested in the PERSI retirement system after five (5) consecutive months of service, versus five (5) years of service at a classified agency.

Tuition Fee Waiver: All Idaho Department of Education employees in permanent full-time positions may register for instructional courses during any academic period, at any participating state funded institutions of higher education, for a $20.00 nonrefundable registration fee per semester and $5.00 per credit hour charge.

TO APPLY:

To apply for this position, please submit 1.) a customized letter of interest, 2.) a resume, and 3) a list of three professional references. Attach the resume to your online application. Insert your letter of interest and references into the space provided in the questions section of the application.

Your letter of interest should specifically address how your education, training and work experience meet the responsibilities, qualifications, and required skills of the position. A writing sample, such as a letter of interest, provides an opportunity to evaluate your writing skills as well as your ability to demonstrate you meet the qualifications of the position. Your resume must clearly support the information provided in your letter of interest. A resume does not substitute for a letter of interest. Applications that do not include a letter of interest will not be accepted.

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.