Administrative Assistant 2 - Educator Services

State of Idaho

Division of Career Technical Education

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

STATE OF IDAHO EMPLOYEES: If you are a current or temporary State of Idaho employee you MUST apply through Luma Opportunities. Applying through the State of Idaho's external career website will cause duplicate profiles and will slow the processing of your application for a new position.

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: Administrative Assistant II provides administrative and operational support for the Educator Services team at IDCTE. This position performs complex secretarial and office administration duties, supports team operations, and coordinates communications and logistics for meetings, projects, and division initiatives. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining professional relationships with internal staff, secondary and postsecondary educators, and external stakeholders. This position is a full-time in office position and maintains a Monday through Friday schedule. No remote schedule is available.

Responsibilities:

Administrative and Executive Support

• Provide primary administrative support to the Chief Educator Officer.
• Provide secondary administrative support to other members of the Educator Services team.
• Manage communications, calendars, and scheduling for meetings and team activities.
• Prepare agendas, briefing materials, and documentation for stakeholder meetings.
• Attend meetings as requested and draft meeting minutes.

Program and Project Coordination

• Assist Educator Services staff with research, presentations, and coordination of projects and program initiatives.
• Support preparation of reports, charts, presentations, and other documentation.
• Assist with coordination of stakeholder meetings, training sessions, and related activities.

Fiscal and Administrative Processing

• Facilitate fiscal processes for Educator Services staff and external participants attending meetings, conferences, and training sessions.
• Process travel requests, purchase requisitions, contracts, and related documentation.
• Assist with billing and financial documentation as needed.

Communications and Documentation

• Prepare complex correspondence, reports, charts, and official documentation.
• Maintain organized records and documentation to support team operations and decision-making.
• Ensure materials are prepared accurately and distributed in a timely manner.

Division Administrative Support

• Serve as receptionist for IDCTE: 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.
• Assist with calendaring, communication coordination, and general office operations.
• Perform related duties as assigned.

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 duties.
• Typically gained by experience performing office support or administrative duties in a professional office environment.
• Researching, compiling, and summarizing data for reports.
• Typically gained by experience collecting information from multiple sources and preparing summaries, reports, or documentation.

Experience:

• Interpreting, applying, and explaining complex information such as regulations, policies, or services.
• Typically gained by responding to inquiries and providing information about organizational processes, services, or requirements.
• Independently solving problems and performing liaison activities in a work setting.
• Typically gained by coordinating with internal staff and external stakeholders to resolve issues and facilitate communication.
• Coordinating activities requiring complex arrangements.
• Typically gained by organizing meetings, events, travel, or schedules requiring coordination of multiple participants and resources.

Preferred Qualifications:

• Experience taking meeting minutes.
• Experience using spreadsheet software.
• Experience using Microsoft Office or Microsoft 365.
• Experience collecting and organizing data and managing databases.
• Experience interpreting, applying, and explaining complex information.
• Intermediate word processing skills.
• Functional knowledge of Idaho's education system.
• Knowledge of investigative and research procedures.
• Some knowledge of financial record keeping, supervisory practices, organization of electronic or print media, and state and local government organizational structure.
• Good knowledge of educator terminology, organizational awareness, and teamwork.
• Experience using technology tools and digital systems, including and not limited to Artificial Intelligence, to improve workflow efficiency, communication, or project management.

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 II, at (208) 854-3014 or casie.silvia@dhr.idaho.gov.

Special Notification: 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.