ISP IT Administrative Assistant 2 5052

Description

Idaho State Police - Meridian, Idaho

State of Idaho Opportunity

Administrative Assistant II

Summary:

The Idaho State Police IT Department in Meridian seeks a proficient Administrative Assistant II. Your role will be pivotal in supporting our IT operations, crucial for our public safety and law enforcement missions. You will handle essential administrative functions, including scheduling, meeting coordination, document management, and maintaining project and budget records.

As a key communication link, you'll ensure effective information flow within the IT team. This role requires strong organizational skills and the ability to manage multiple tasks efficiently in a fast-paced environment. Your work will be instrumental in directly supporting the IT team, enabling them to effectively maintain our technological infrastructure and, in turn, support the broader mission of the Idaho State Police.

PLEASE NOTE: The successful applicant will be required to complete a background investigation, polygraph examination and comply with our drug policy. Please review the ISP Drug Policy and ISP Grooming and Appearance Standards.

Examples of Duties

• Design, implement, and maintain administrative systems to support the IT department's operations.

• Administer various office processes including document management, filing, data entry, and record keeping.

• Assist in managing schedules, setting up meetings, and handling necessary paperwork.

• Maintain records of project statuses, budgets, and other crucial data.

• Facilitate communication between different IT teams to ensure smooth information flow.

• Participate in departmental planning, aligning administrative strategies with broader IT objectives.

• Offer consultation on administrative matters and provide support in policy formulation.

• Provide backup support for other administrative roles to ensure operational continuity.

• Analyze and address administrative challenges, offering solutions to improve workflow and processes.

• Develop plans to address potential obstacles in administrative tasks and enhance office systems.

• Ensure the security and confidentiality of departmental communications and records.

Minimum Qualifications

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, and public relations assignments such as coordinating administrative office functions, committees, special projects, and highly sensitive, confidential, and/or political issues; applying extensive knowledge of departmental programs and objectives; independently researching, compiling, and organizing materials for executives/managers use in problem resolution. Preparing reports, handling complaints or resolving problems; composing correspondence for executive/manager on own initiative using word processing; at least one year of work experience inserting or retrieving electronic and/or paper file materials using a subject matter or cross-reference filing system; at least one year of work experience writing and editing business correspondence using prescribed format, rules of punctuation, grammar and style; at least one year of work experience creating, formatting, editing, printing and storing straight text documents using a word processing software program; AND this work experience included using word processing software to create mass mailings using mail merge functions and creating documents using columns and tables to display text and data.

• Researching, compiling, and summarizing data for reports. Typically gained by at least one year of work experience that required independent research, compile, develop and summarize material/data for reports on a frequent basis. 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.

• Independently solving problems/performing liaison activities in a work setting. Typically gained by at least one year of work experience in a setting that required that I perform 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.

• Coordinating activities requiring complex arrangements. Typically requires 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.

Preferred Qualifications

• Proficiency in advanced office software applications, particularly Microsoft Excel for complex data analysis.

• Experience with financial record keeping and budget tracking in an IT or technical environment.

• Strong organizational skills, especially in managing electronic or print media and designing efficient record management systems.

• Familiarity with HTML & Web Editing Tools for maintaining and updating department websites or online content.

• Excellent interpersonal skills, with experience in providing administrative support to senior-level staff or executives.

• Capability to work effectively in a fast-paced, technology-focused environment.

• Willingness to learn and adapt to new software or administrative technologies relevant to the IT department.

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

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.*

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.