Administrative Assistant 1

State of Idaho

Division of Career Technical Education

Applications will be accepted through 11:59 PM MST on the posting end date.

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About the Agency: The Idaho Division of Career Technical Education (IDCTE) provides administration, leadership, and coordination for secondary and post-secondary programs in career technical education (CTE) across the state of Idaho. With a customer-service focus, the Division leads Idaho's efforts to prepare youth and adults for high-skill, in-demand careers.

Summary: The Administrative Assistant 1 provides administrative and clerical support for the Student Leadership team at IDCTE. This position performs a variety of office support functions including maintaining program records, coordinating communications, preparing reports, and assisting with program activities. The role requires strong organizational skills, attention to detail, and the ability to support multiple administrative processes while serving as a point of contact for internal staff, educators, students, and external stakeholders. The position supports the Student Leadership team through coordination of meetings, records management, and administrative processes related to statewide student leadership programs.

Responsibilities:

• Coordinate non-routine secretarial and clerical activities.
• Compose letters, correspondence, and memos requiring independent judgment as to content.
• Compile and analyze information from a variety of sources to prepare reports.
• Utilize word processing equipment and/or computers to create, process, and maintain a variety of documents and administrative records containing technical information and difficult formats.
• Schedule and coordinate arrangements for meetings and conferences.
• Act as a liaison between their organizational unit and external customers.
• Become knowledgeable of multiple procedures and program requirements to respond to inquiries, explain department services, policies, procedures, and rationale for decisions to customers.
• Serve as receptionist for IDCTE as needed: standard state agency office hours, Monday through Friday, 8:00 am to 5:00 pm
• Welcome guests and answer general inquiries, as needed.
• Participate in phone coverage team.
• Prepare travel requests, make travel arrangements, and process travel reimbursements.
• Financial record keeping including monitoring budgets and preparing financial transactions
• Limited local travel, as needed.

Minimum Qualifications:

Good knowledge of:

• Office support functions including word processing, filing, composing a variety of business documents and reception
• Gathering and compiling data
• Balancing and coordinating a workload for multiple projects.

(Above qualifications typically gained by 2 years of experience in an office support role)

Preferred Qualifications:

• Experience taking meeting minutes.
• Experience using spreadsheet software such as Microsoft Excel.
• Intermediate word processing skills.
• Experience using Microsoft Office or Microsoft 365.
• Experience collecting and organizing data and maintaining databases.
• Experience interpreting, applying, and explaining complex information.
• Some knowledge of Idaho's educational system.

Application Procedure: Prepare a cover letter and resume and attach to your candidate profile.

Recruitment Contact: Questions about the position or the application process can be directed to Casie Silvia, Human Resource Business Partner I, at (208) 854-3014 or casie.silvia@dhr.idaho.gov.

Special Notification: This position is exempt from the rules of classified service under the provisions of Section 67-5303, Idaho Code. This position is educational professional exempt from overtime. The successful applicant will be required to pass a background check.

Benefits:

In addition to salary, the State of Idaho contributes an average of nearly 40% of an employee's annual salary toward comprehensive benefits, creating a competitive total compensation package! This robust total compensation and benefits package includes, but is not limited to:

• One of the top 5 retirement systems in the Nation (PERSI) that offers a defined lifetime benefit at retirement
• Medical, vision, and dental insurance benefits that become effective first of the month following your hire date. All contributions can be pre-tax
• 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
• Life insurance for self, spouse, and children
• Additional perks and discounts available through medical provider
• Public Service Loan Forgiveness (PSLF) Eligibility
• Employee assistance program
• Tuition reduction benefits

Additional information related to benefits and/or State programs can be found here: https://dhr.idaho.gov/information-for-state-employees/.

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. (If you have a contact for applicant accommodations at your agency, please replace the contact information).

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