• Management Assistant

    Idaho Division of Human Resources (Boise, ID)


    Management Assistant

     

    Posting Begin Date: 2025/10/22

     

    Posting End Date: 2025/11/12

     

    Work Type: Full Time

     

    Minimum Salary: 25.44

     

    Maximum Salary: 31.24

     

    Pay Rate Type: Hourly

    Description

    The Idaho Endowment Fund Investment Board (EFIB) is seeking a full-time Management Assistant. This position will be located in Boise, Idaho.

     

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

    Key Responsibilities

    Lead for office administration and routine accounting/reporting processes

     

    + Overall office administration for the agency, which includes but is not limited to meeting coordination, correspondence, mail, purchase of office supplies and equipment.

    + Serve as Payroll Control Officer in cooperation with HR staff at IDL.

    + Prepare and submit compensation for EFIB board members and coordinate with HR Staff at IDL.

    + Support new hire and departing employee documentation. Coordinate with HR Staff at IDL.

    + Serve as Property Control Officer and Insurance Coordinator.

    + Serve as P-card Program Administrator.

    + Maintain critical agency files (electronically) to ensure compliance with the records retention policy.

    + Edit and update the EFIB website. Work closely with the OITS web specialist and ADA Accessibility including monitoring the Site Improve application.

    + Compile and distribute briefing books for the board meetings.

    + Provide technical support for video and audio conferencing.

    + Update SCO Townhall and Transparent Idaho.

     

    Routine accounting processes

     

    + Review all accounts payable invoices and prepare them for final approval and payment, including intercompany invoices and processing settlements.

    + Reconcile all P-card transactions in LUMA, reconcile U.S. Bank statements and completes the payment process.

    + Post and reconcile cash flows from IDL and other fund activity and prepare the cash transfer required to move IDL receipts and other fund activity to Northern Trust.

    + Prepare employee and Board Member expense reimbursements using the XM module.

     

    Annual financial processes

     

    + Support preparation of the annual audited financial statements and distribute the report.

    + Coordinate preparation and distribution of the Citizen Centric Report

    + Take physical inventory annually of agency property and reconcile to LUMA Asset Module. Works closely with the Office of Group Insurance to complete annual renewals.

    + Support Fiscal Officer in processing requests under the school bond Credit Enhancement Program.

    Minimum Qualifications:

    Experience:

    + Interpreting and applying regulations or policies and procedures

    + Planning, organizing, implementing, and evaluating special projects

    + Independently researching, compiling, developing and summarizing material for reports on a frequent or recurring basis

    + Analyzing information, identifying problems, defining alternatives and developing recommendations for management/administrators

    MQ Specialties:

    Some knowledge of:

    + Financial record keeping methods

    + Personnel administration

    Good knowledge of:

    + Computer applications (experience with the State of Idaho’s LUMA system in desirable)

    Experience:

    + Coordinating events

    + Microsoft 365 and Adobe Software

    + Handling sensitive or confidential matters

    + Using web-editing tools

    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 visithttps://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 accommodation 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 protected].

     

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