Admin Asst 1

Description

The Idaho Department of Lands (IDL) has one (1) opening for an Administrative Assistant 1 (AA1) position. This position is full time benefitted position located at our Maggie Creek Area Office in Kamiah, Idaho.

This position is Grade H, additional information can be found at: State Employee Compensation | Division of Human Resources (idaho.gov)

The minimum filling rate is $17.56. The final salary rate is negotiable based on experience and qualifications.

You must possess all the minimum qualifications below. Please make sure your resume and work history support this. Failure to do so, may disqualify you from being considered for this position.

Example of Duties:

This Administrative Assistant 1 position is responsible for Area non-resource program-specific administration duties. This position supervises one full-time Office Specialist. Specific duties, some of which may be delegated to the Office Specialist, include:

CUSTOMER SERVICE:

• Greet and direct visitors to appropriate Area staff member.

• Answer routine questions and provide informational materials as requested.

• Answer incoming phone calls, ask appropriate questions to determine customer's needs,

and route calls to appropriate Area staff members

FISCAL RELATED ACTIVITIES:

• Review all office bills and code for payment.

• Forward all invoices to the appropriate staff office (Coeur d’Alene or Boise) for processing payment.

• Review purchase card transactions and ensure correct documentation and coding prior to

Level 1 approval.

• Serve as the Payroll/Benefits Coordinator for the Area

• In the absence of the primary Supervisor, review of all employee time sheets to check for

accuracy and correctness.

• Maintain appropriate knowledge level needed to accurately answer employee questions

related to payroll and benefits.

• Prepare all bank deposits as required by policy.

• Compile and process records related to the Department’s Fire Management Program.

GENERAL OFFICE SUPPORT:

• Compose correspondence; create, review, and process documents and records as requested or provided by policy

• Assist Area staff with seasonal hiring (e.g., provisioning/deprovisioning)

• Assist Area staff when requested with document development (letters, reports, emails, etc.), review and suggest appropriate corrections prior to mailing

• Ensure documents and files are organized, purged and/or filed as appropriate Maintain logs of use/costs for each vehicle assigned to the Area

• Ensure adequate stocks of office supplies are ordered and maintained Ensure out-going mail is properly prepared and in-coming mail processed Create, process, and maintain Area fire business documentation

SUPERVISION:

• Provide supervision, mentoring, training, and professional development for the Office Specialist

• Complete annual evaluation for the Office Specialist

Minimum Qualifications:

You must possess all the minimum qualifications listed below to pass the exam for this

position.

Good Knowledge of:

· Office support functions include word processing, filing, composing a variety of business documents, and reception.

· Gathering and compiling data.

· Balancing and coordinating a workload for multiple projects.

Desired Qualifications:

· Interpreting, applying, and explaining complex information such as Idaho Administrative

Codes (IDAPA) pertaining to fire regulations, Idaho Forest Practices Act, and Lake

Protection Act.

· Experience using spreadsheet and database software.

· Basic accounting experience to assist in developing budgets and processing and tracking expenditures.

· Two or more years’ experience of administrative assistance experience in a professional office.

· Ability to exercise discretion and good judgement regarding confidential and sensitive department transactions.

· Knowledge of state and local government organization structure, functions, and decision-making processes.

Certifications, Licensing, and relevant documentation must be uploaded with your resume in the attachments section of the application.

Benefits:

· We have one of the Nation's best state retirement systems (PERSI) that offers a lifetime benefit. 

· Excellent medical, dental and vision insurance- (full-time) employee only coverage for PPO $65/month for medical and vision & $11.80/month for dental.

· Generous vacation and sick leave accrual begin as soon as you start.

· 11 paid holidays a year.

· Paid parental leave.

· Multiple savings plans, optional 401K, and optional 457.

· Basic life insurance for employee and family (employee covered at one time annual salary; spouse covered at $10,000; child covered at $5,000)

· Wellness programs 

· Ongoing training opportunities 

· An opportunity for student loan forgiveness

· And more!

*Benefits may not be applicable for temporary or seasonal positions.

Supplemental Information:

Overtime/Vacation Accrual FLSA:

The Fair Labor Standards Act (FLSA) code for this position is Covered (C) Based on the FLSA code for this position, compensatory time will accrue at a rate of 1.5 hours for each 1 hour of overtime worked. Compensatory time off may be provided in lieu of overtime cash compensation. Vacation accrual is based on the FLSA code and accrual rates can be found at: https://dhr.idaho.gov/wp-content/uploads/Section2Vacation-1.pdf  (Exception: Employees engaged in Fire Suppression activities for which overtime hours are earned will be paid at the rate of 1.5 times the hourly rate for each one hour of overtime worked. Payment will be made on the regular pay date corresponding to the pay period in which the overtime work occurred.) 

EEO/ADA/Veteran's Preference:

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.
About IDL:
Become part of an organization where you will work with dedicated people who are committed and skilled in managing and protecting Idaho's natural resources.
The Idaho Department of Lands (IDL) believes in its employees and values stewardship, service, accountability and cohesiveness. Our goals emphasize our people and processes, financial stewardship, and customer focus. We strive for a culture in which leadership equips, entrusts and expects employees to make decisions in fulfillment of our mission. View our Strategic Plan here.
Under the direction of the Idaho State Board of Land Commissioners, IDL manages more than 2.5 million acres of state endowment trust land under a constitutional mandate to produce maximum long-term financial returns for public schools and several other State of Idaho institutions. Leases and other contracts are used to authorize revenue generating activities such as timber harvest, grazing, farming, mining, commercial use, residential use, and conservation in a prudent and sustainable manner.
Managing endowment trust lands is only part of our story. We also protect public resources such as water quality, fish, wildlife habitat, and recreation on navigable waterways, and ensure the protection of water quality and other resources by overseeing forestry and mining practices across all ownerships in the state. We also work to reclaim abandoned mines in Idaho. One of our most important resource protection responsibilities is fire prevention and suppression. We also provide assistance to landowners to manage their forest lands, work with communities to plant trees in urban settings, help keep working forests working through the Forest Legacy Program, and work with many partners to promote healthy forests on a landscape level. IDL also is the administrative arm of the Idaho Oil and Gas Conservation Commission.