Administrative Assistant 1

Description

DEDICATED TO STRENGTHENING THE HEALTH, SAFETY, AND INDEPENDENCE OF IDAHOANS

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

If you are an organized and motivated individual who is passionate about public health, immunizations, and promoting the health and safety of Idahoans, this position may be ideal for you. The Immunization Program within the Department of Health and Welfare's Division of Public Health has an opening for an Administrative Assistant 1 in downtown Boise. 

We are seeking a candidate who excels in a fast-paced team environment and can balance a workload while coordinating multiple priorities. This position requires excellent customer service and public relations skills, including greeting visitors, answering phones, and screening callers for further access to staff. High competency in Microsoft Excel and the suite of Microsoft Office products is important for success in this position, as well as effective business writing skills. Attention to detail is critical for this position. We are seeking a candidate who has at least one year of work experience performing a wide variety of program administration support functions.

 The incumbent will assist in travel arrangements, invoice/payment processing and tracking, budget reconciliation, and purchasing card reviews, and will also interact with the financial unit to ensure fidelity to accounting procedures. The ideal candidate will have experience using MS Office suite of applications, an enthusiasm for learning, and contributing to program workflow improvements.

The Immunization Program is a team of highly motivated professionals who are dedicated to excellence. We rely heavily on our Administrative Assistant to accomplish our programmatic goals. If you can see yourself thriving in this kind of environment, we welcome your application.

This position is not eligible for telework.

BENEFITS:

The State of Idaho offers a robust total compensation and benefits package, including but not limited to:

• We have one of the Nation's best state retirement systems (PERSI) that offers a lifetime benefit at retirement. 
• 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
• Medical, vision, and dental insurance benefits that become effective first of the month following your hire date. All contributions can be pre-tax (full-time/30+ hours per week)
• 2 voluntary supplemental retirement plans including both pre-tax and Roth options
• Deferred compensation plan
• Life insurance for self, spouse, and children
• Short and long-term disability insurance
• Flexible Spending Accounts (FSA) 
• Wide variety of training opportunities
• Some positions offer flexible hours and/or telecommuting

• Additional perks and discounts available through medical provider
• Public Service Loan Forgiveness (PSLF) Eligibility 
• Employee assistance program 

Additional information related to benefits and/or State programs can be found here: https://dhr.idaho.gov/StateEmployees/Benefits.html.* 

EXAMPLE OF DUTIES:

• Answer program phone calls and emails. 
• Track and process all expenses and invoices for the Immunization Program. 
• Assist Program Manager with accurate budget tracking in preparation for monthly and quarterly budget reviews. 
• Assist program staff with administration of work-related travel costs. 
• Manage program supply orders. 
• Document and update standard operating procedures for program administrative duties. 
• Provide general administrative support to all four sections of the program. 

MINIMUM QUALIFICATIONS:

You must possess all the minimum qualifications below to pass the exam for this position. Please make sure your resume or work history supports your meeting the minimum qualifications for this position. Failure to do this may disqualify you from being considered for this position. It is highly recommended to attach a one-page cover letter to your application to demonstrate how you meet the requirements below.

• Good knowledge of office support functions including word processing, filing, composing a variety of business documents and reception. 
• Good knowledge of gathering and compiling data.
• Good knowledge of balancing and coordinating a workload for multiple projects.

To meet these minimum qualifications, you must have the following:

1. One year of work experience performing a wide variety of office support functions as the predominant responsibility of the job; OR successful completion of the core requirements for an Associate (A.A.) degree in an office administration course of study or equivalent. 
2. At least 6 months of work experience with responsibility for answering business phones, greeting visitors, AND screening callers for further access to staff.
3. At least 1 year of work experience gathering information from a variety of sources to collect and compile requested information and requires a good knowledge of services, operations, or programs.
4. At least 1 year of office work experience which require balancing, coordinating, and setting priorities for multiple projects with varying deadlines, or for multiple supervisors.
5. At least 1 year of office experience using word processing software to format a variety of business documents; OR recent word processing training coupled with at least 6 months’ experience performing word processing in a business office setting.
6. At least 1 year of office experience which required composing and editing a variety of business documents on a regular basis; OR successfully completed at least 1 college-level English composition or business English class AND have 6 months of experience composing business documents.

                                                                                                                                                            Learn About a Career with DHW

***PLEASE NOTE: application assistance is not available after the business hours listed below, on the weekends, or on holidays and you must apply before 4:59 pm on the closing date. When applying, use CHROME as your browser to avoid complications.

If you have questions, please contact us at:

Email is the quickest way to get an answer to your questions.

(answered Monday through Friday during business hours MST)

EMAIL:dhwjobs@dhw.idaho.gov 

PHONE: (208) 334-0681

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.