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Administrative Assistant 1

Posting Begin Date: 2025/10/21

Posting End Date: 2025/11/04

Category: Natural Resources

Work Type: Full Time

Minimum Salary: 20.87

Maximum Salary: 20.87

Pay Rate Type: Hourly

Description

The Idaho Department of Lands (IDL) is seeking a full-time Administrative Assistant 1. This position will be located at the Southwest Area in Boise, Idaho.

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

Description

To perform a wide variety of secretarial support functions; apply detailed program knowledge in developing and/or maintaining program records systems and/or in collecting information, preparing reports and providing liaison between management, other organizational units, and external customers; perform related work.

Responsibilities:

+ Review all office bills and code for payment.

+ Forward all invoices to the appropriate staff office (North or South) for processing payment.

+ This includes regular monthly utility bills, contract payments, and fire-related costs.

+ Review P-Card transactions of all employees to verify correct documentation and coding.

+ Scan and attach receipts and necessary documentation to P-Card transmittal.

+ Perform the Level I Approval process. Payroll/Benefits Coordinator for the office.

+ In the absence of the primary Supervisor, responsible for the review of all employee time sheets to check for accuracy and correct time coding prior to the bi-weekly payroll processing.

+ Expected to maintain adequate knowledge to accurately answer employee questions related to payroll and benefits. Prepare all bank deposits as required by policy.

+ Greet and direct visitors to appropriate area or staff member.

+ Answer routine questions and provide informational materials as requested.

+ Receive incoming phone calls, ask appropriate questions to determine customer's needs, and route calls to appropriate staff members.

+ Serve as a public records request coordinator for the Southwest Area office.

+ Perform e-mail proxy and meeting coordination for Southwest Area office team members.

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

+ Schedule and coordinate travel.

+ Collaborate with Director’s Office administrative support staff to implement department directives and complete large projects.

+ Provide supervision, mentoring, and training to the Office Specialist.

+ Complete annual evaluation for the Office Specialist.

Minimum Qualifications

Good knowledge of:

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

+ Gathering and compiling data.

+ Balancing and coordinating a workload for multiple projects.

MQ Specialties

Some Knowledge of:

+ Supervisory practices

+ Bookkeeping (accounts payable/accounts receivable)

+ Financial software

+ State and local government organization structure, functions, and decision-making processes

Experience:

+ Using spreadsheet software

+ Intermediate word processing skills

+ Using database software

+ Collecting and organizing data and managing a database and electronic folders/files.

+ Microsoft Office Suite

+ Interpreting, applying, and explaining complex information for customers

+ Assist with lease/permit/contract account management activities

Ability to:

+ Keyboard/type at the rate of 50/60 words per minute

Nature and Scope

These positions perform a wide variety of secretarial functions. Incumbents are delegated the authority to coordinate non-routine secretarial and clerical activities. Incumbents compose letters, correspondence, and memos requiring independent judgment as to content; compile and analyze information from a variety of sources to prepare reports. They utilize word processing equipment and/or computers to create, process, and maintain a variety of documents and administrative records containing technical information and difficult formats. Incumbents schedule and coordinate arrangements for meetings and conferences. Incumbents act as a liaison between their organizational unit and external customers. Incumbents must be knowledgeable of multiple procedures and program requirements to respond to inquiries, explain department services, policies, procedures, and rationale for decisions to customers. Incumbents may: perform legal secretarial support functions and apply knowledge of the legal system to prepare and process legal documents; have responsibility for financial record keeping including monitoring budgets, preparing financial transactions; supervise support staff or have lead work responsibilities.

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 https://dhr.idaho.gov/StateEmployees/Benefits.html.*

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 [email protected].

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

About the Idaho Department of Lands:

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 (https://www.idl.idaho.gov/about-us/land-board/) , 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 (https://www.idl.idaho.gov/about-us/understanding-endowment-land/) is only part of our story. We also protect public resources such as water quality, fish, wildlife habitat, and recreation on navigable waterways (http://www.idl.idaho.gov/lakes-rivers/) , 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 aid landowners in managing 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.