Administrative Assistant 2 LSA

Job Summary/Basic Function:

To perform complex clerical, office administration, and public relations assignments; perform related work.

This position is LIMITED-SERVICE. The length of a limited-service appointment is determined by the availability of funds such as grants and/or timeframes such as pilot projects or program termination. Appointments to a limited-service position have permanent classified status (with limited layoff rights) after successful completion of entrance probation and shall receive, no later than the date of hire, a written agreement describing the non-career nature of the job and the duration of employment. Updated agreements are required every two (2) years.

Department Overview:

Idaho Occupational Safety & Health Consultation Program consultants conduct onsite consultation visits to companies that request our services.

Level Scope:

Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision.

Essential Functions:

25% of the time the Administrative Assistant 2: Assists the Program Manager.

• Attends meetings in program manager''s place as requested.
• Provides follow-through by using project management tools, travel calendars and memory ticklers.
• Maintains cordial and respectful working conditions in the office by effectively communicating regulations and policies to a wide variety of personalities.
• A professional and levelheaded communicator.

20% of the time the Administrative Assistant 2: Acts as a single point of contact for the OSHCon program.

• Maintains a good working knowledge of the program goals and policies.
• Provides client support for walk-ins and phone calls, routing incoming calls to consultants or Program Manager as needed.
• Creates a working file for new clients to track requests and the progress of visits.
• Provides friendly, knowledgeable, accurate communications to callers, visitors and employees or finds ways to locate the information.

25% of the time the Administrative Assistant 2: Provides continual review and maintenance of the grant budget.

• Maintains a good working knowledge of the grant''s budget.
• Assists with paperwork for hiring grant employees as needed.
• Ensures that all P-Card holders use the cards appropriately and reconciles P-card statements to receipts on a monthly basis.
• Processes all orders of supplies, videos, and equipment.
• Processes all travel authorizations and reimbursements.
• Reconciles all expenses to budget reports on a monthly basis, including continual budget versus actual tracking.
• Recommends budget changes to the Program Manager and accounting within the budget categories to ensure the most effective use of the budget for our program and employee needs.
• Ensures that total budget is not overspent or underspent.

20% of the time the Administrative Assistant 2: Acts as an analyst and researcher who compiles, compares and reports individual consultant data.

• Collects and compiles individual consultant data and enters the information into a Federal reporting format.
• Collect and compile individual consultant data and enter it into the Boise State reporting format.
• Analyze data to follow patterns.
• Compare data of consultants'' work to the program''s goals and priorities.
• Compile and track data for use in the development of the initial draft of our annual grant renewal application.

10% of the time the Administrative Assistant 2: Acts as a librarian for the 450+ training and informational video loans to small businesses and manages access to the digital virtual reality (VR) training platform for clients.

• Fills requests to borrow training and educational videos.
• Manages the schedule and login information for clients to the VR training platform.
• Tracks video due dates and/or takes necessary action to ensure timely returns.
• Reviews literature and brings ideas for new video purchases to managers'' and consultants'' attention.
• Performs other duties as assigned.

Knowledge, Skills, Abilities:

• Ability to compose official correspondence, reports, research papers and other complex documents; providing administrative support to an administrator, director or senior staff member; designing manual and automated record management systems.
• Some knowledge of supervisory practices; bookkeeping; financial software; state and local government organization structure, functions, and decision-making processes.

Minimum Qualifications:

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: in 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.

Preferred Qualifications:

• Knowledge of budget accounting.
• Extensive knowledge of Microsoft Office, including Excel; Access is a plus.
• Good knowledge of an email package.
• Possesses excellent communication and people skills.
• Ability to work with difficult customers and/or staff in an engaging manner.

Salary and Benefits:

Salary is $22.25 an hour and is commensurate with experience. Boise State University provides a best-in-class benefits package, including (but not limited to):

• 12 paid holidays AND the University is closed between Christmas and New Year''s (requires use of 3 vacation days)
• Between 12-24 annual paid vacation days for full-time Professional and Classified staff depending on position type and years of service
• 10.76% University contribution to your ORP retirement fund (Professional and Faculty employees)
• 11.96% University contribution to your PERSI retirement fund (Classified employees)
• Excellent medical, dental and other health-related insurance coverages
• Tuition fee waiver benefits for employees, spouses and their dependents
• See our full benefits page for more information!

Required Application Materials:

Resume and cover letter.

About Us:

Nestled along the Boise River and steps from the state capitol, Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. We're a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond.

We're building a thriving community of faculty and staff whose unique skills, experiences, and perspectives come together to create a rich and rewarding academic experience. Applications from all backgrounds are welcomed.

Learn more about Boise State and living in Idaho's Treasure Valley at https://www.boisestate.edu/about/