Administrative Assistant - EdJobs Idaho : Job Details

About this job

Idaho Department of Education

This position is exempt from classified state service and the rules of the Division of Human Resources and the Idaho Personnel Commission.

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

The Idaho Department of Education (Department) is dedicated to serving and providing common-sense leadership, support, and resources to educators across the state. The knowledge, skills, and experience of the Department's employees are among our most valued and important assets. Employment with the Department provides a rewarding career that positively affects the lives of children in Idaho. To learn more, please visit our website at

The Child Nutrition Programs (CNP) at the State Department of Education administer USDA funds to ensure nutritional needs are met in Idaho through a variety of school programs and at child/adult care facilities. This position performs a wide variety of secretarial functions, providing support to several CNP Program Coordinators, the Director of the Child Nutrition Programs, and will also work with other Administrative Assistants on projects where teamwork and communication are essential. Emphasis will be placed on strong organizational skills, and balancing and coordinating workload for multiple projects. This position provides support for Child and Adult Care Food Program, Summer Food Service Program, National School Lunch Program, Fresh Fruit and Vegetable and USDA.

RESPONSIBILITIES:

* Schedule and coordinate arrangements for committee meetings, regional and statewide workshops and conferences; arrange space and equipment; contact participants; enter participant information into database.

* Utilize word processing software to create, process, and maintain a variety of documents and administrative records containing technical information and difficult formats.

* Develop and manage surveys sent to sponsors

* Prepare, edit and maintain training manuals; prepare agendas, brochures; ship materials.

* Compose letters, correspondence, and memos requiring independent judgment as to content.

* Act as a liaison between their organizational unit and external customers; screen visitors and telephone calls; answer inquiries and explain policies and procedures; process information that may be of a confidential nature; handle complaints that may include callers who are angry or upset.

* Develop and maintain record systems to catalog and store documentation.

* Assemble and file contracts and related paperwork into electronic sponsor files.

* Give technical assistance to program sponsors regarding the navigation and input of information into the Idaho Child Nutrition Programs' online database.

* Transcription of monthly webinar for ADA compliance

* Format any public documents for ADA accessibility per SDE policies and procedures.

* Provide coverage for front reception desk on a monthly basis.

MINIMUM QUALIFICATIONS:

* High school diploma or GED equivalent is required.

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

* Good customer service skills.

* Good knowledge of Microsoft Word, Excel, and PowerPoint and Adobe Acrobat Pro.

PHYSICAL DEMANDS: (with or without accommodation)

* Dexterity to operate office tools and equipment;

* Ability to perform standard office administrative functions, including but not limited to: typing, filing, answering phones, processing documents, collating and preparing office materials as needed;

* Good vision to review hard copy and electronic documents; operate standard office equipment, including, but not limited to: computer, copier/scanner, multi-line phone system; navigate website resources; greet and direct patrons; identify safety concerns;

* Ability to concentrate for extended periods of time;

* Mental acuity to comprehend, communicate, monitor and ensure adequate program support;

* Approximately 90% of time is spent sitting at desk or workstation, up to 4 hours at a time;

* Approximately 10% of time is spent standing, walking, bending, and kneeling;

* Occasional lifting may be required, frequently less than 5 lb., but may be up to 20 lb.

TRAVEL REQUIRED:

Administrative Assistants typically do not travel, but may occasionally be requested to do so.

BENEFITS:

The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit

ADDITIONAL BENEFITS INCLUDE:

Vesting in the Public Employee Retirement System of Idaho (PERSI): All employees of the Idaho Department of Education are non-classified. They are appointed by the elected official and serve at the pleasure of the elected official. As such, employees working at a non-classified agency are considered vested in the PERSI retirement system after five (5) consecutive months of service, versus five (5) years of service at a classified agency.

Tuition Fee Waiver: All Idaho Department of Education employees in permanent full-time positions may register for instructional courses during any academic period, at any participating state funded institutions of higher education, for a $20.00 nonrefundable registration fee per semester and $5.00 per credit hour charge.

TO APPLY:

To apply for this position, please submit 1.) a customized letter of interest, 2.) a resume, and 3) a list of three professional references. Attach the resume to your online application. Insert your letter of interest and references into the space provided in the questions section of the application.

Your letter of interest should specifically address how your education, training and work experience meet the responsibilities, qualifications, and required skills of the position. A writing sample, such as a letter of interest, provides an opportunity to evaluate your writing skills as well as your ability to demonstrate you meet the qualifications of the position. Your resume must clearly support the information provided in your letter of interest. A resume does not substitute for a letter of interest. Applications that do not include a letter of interest will not be accepted.

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) ###-#### (TTY/TTD: 711), or email [email protected].

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