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Administrative Assistant II

Posting Begin Date: 2025/10/27

Posting End Date: 2025/11/10

Work Type: Full Time

Minimum Salary: 22.30

Maximum Salary: 23.80

Pay Rate Type: Hourly

Description

State of Idaho

Office of the State Board of Education

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

STATE OF IDAHO EMPLOYEES: If you are a current or temporary State of Idaho employee you MUST apply through Luma Opportunities. Applying through the State of Idaho’s external career website will cause duplicate profiles and will slow the processing of your application for a new position.

The Idaho State Board of Education (Board) is established in the Idaho Constitution for the “general supervision of the state educational institutions and public school system.” State law charges the Board with the general supervision, governance and control of public schools and postsecondary institutions, including community colleges. The Board is comprised of eight members: seven appointed by the Governor, as well as the statewide elected superintendent of public instruction. The Office of the State Board of Education (OSBE) is charged with providing professional staff support to the Board and implementing the Board’s policies, programs, and initiatives.

Summary:

To perform complex secretarial, office administration, and public relations assignments; perform related work. The Administrative Assistant 2 at the Office of the State Board of Education (OSBE) provides high-level administrative and coordination support to the fiscal team, the Business Affairs and Human Resources (BAHR) Committee, the Audit, Risk and Compliance (ARC) Committee, Retirement Committee and the Board. Key responsibilities include preparing committee and Board meeting materials, processing travel requests and expense reports, and ensuring assignments are completed accurately and on schedule.

The position serves as a liaison between OSBE staff, executive leadership, board members, and external stakeholders, requiring strong organizational skills, discretion with sensitive information, and the ability to manage multiple priorities. Work includes drafting professional correspondence, compiling reports, and supporting the administrative and governance functions of the Board.

Job Responsibilities:

This position performs high-level secretarial duties for the fiscal team at the Office of State Board of Education (OSBE). Incumbents have a major role in coordinating administrative activities within the OSBE fiscal team and officewide, which requires frequent contact with executives, the public, other agencies and government officials. The role demands strong organizational and interpersonal skills, the ability to work independently, and sound judgment in applying policies and procedures. Key responsibilities include: Coordinating preparation and support for the Business Affairs and Human Resources (BAHR) Committee materials and meetings; Coordinating preparation and support for the Audit, Risk and Compliance (ARC) Committee materials and meetings; Coordinating preparation and support for the Retirement Committee; Preparing and supporting Board of Directors materials; Processing travel requests and expense reports for the Chief Financial Officer and fiscal team members; Ensuring assignments delegated by the Chief Financial Officer to other office staff are completed accurately and on schedule; Managing the Chief Financial Officer’s calendar; Independently researching, analyzing, and compiling information to prepare reports, resolve problems, or address complaints; Drafting, formatting, and typing a variety of executive, sensitive, confidential, official, and legal correspondence and documents, either on own initiative or based on general instructions.

This classification is distinguished from the Administrative Assistant 1 by the requirement for heavy public relations role with department directors, division administrators, or comparable level executives outside the department. At this level the Administrative Assistant 2 is expected to handle highly sensitive, confidential, and/or political issues. They are also responsible for the coordination of administrative office functions, committees, and special projects.

Minimum Qualifications:

Good knowledge of:

+ Office support functions including word processing, filing, composing a variety of business documents and reception. Typically gained by: At least one (1) year of full-time work experience performing general office support functions that required word processing, filing, composing and proofreading a variety of business documents, and providing reception or customer service in a business or office setting.

+ Researching, compiling, and summarizing data for reports. Typically gained by: At least one (1) year of experience researching, compiling, and summarizing data or information for use in reports, correspondence, or presentations. Experience is typically gained through work that required gathering data from multiple sources, verifying accuracy, and preparing written summaries or analytical materials for management or program use.

Experience:

+ Interpreting, applying and explaining complex information such as regulations, policies or services. Typically gained by: At least one (1) year of experience interpreting, applying, and explaining financial information such as budget policies, state or federal regulations, or fiscal program requirements. Experience is typically gained through work that required analyzing financial data, determining compliance with established rules or policies, and explaining decisions or procedures to staff, management, or external stakeholders.

+ Independently solving problems/performing liaison activities in a work setting. Typically gained by: At least one (1) year of work experience independently solving problems and performing liaison activities between internal and external parties. Experience is typically gained through work that required assessing issues, developing and implementing solutions, coordinating with multiple stakeholders or departments, and exercising judgment to resolve a variety of work-related problems.

+ Coordinating activities requiring complex arrangements. Typically gained by: At least one (1) year of work experience coordinating activities or events that required making complex arrangements. Experience is typically gained through work that involved scheduling and organizing multiple participants, locations, or resources; ensuring all logistical details were addressed; and independently managing changing priorities or last-minute adjustments.

Preferred Qualifications:

+ Demonstrated experience providing administrative support to senior leadership, boards, or commissions, preferably in a government, higher education, or policy-focused organization

+ Knowledge of state government organization, administrative procedures, and public sector governance

+ Experience drafting, editing, and formatting professional correspondence, reports, and policy documents for high-level distribution (e.g., boards, committees, or external stakeholders).

+ Proven ability to manage sensitive and confidential information with discretion and sound judgment.

+ Experience coordinating board or committee meetings, including agenda preparation, document distribution, meeting notices, and minute-taking.

+ Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) at an advanced level, with the ability to prepare reports, presentations, and data summaries.

+ Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and adapt to shifting priorities in a fast-paced environment.

+ Effective interpersonal and communication skills with experience liaising between executive leadership, elected officials, external stakeholders, and the public.

+ Ability to work both independently and collaboratively, demonstrating initiative, attention to detail, and a high level of professionalism.

Application Procedure: Prepare a cover letter, resume, and a list of references with at least two former or current supervisors and attach to your candidate profile.

Questions about the position or the application process can be directed to Kayla Otto, Human Resource Business Partner I, 208-854-3064 or[email protected] .

Special Notification: The successful applicant will be required to pass a background check.

Benefits:

The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. Additionally, Office of the State Board of Education employees receive tuition reduction benefits under the State Board of Education. For additional information, please visithttps://dhr.idaho.gov/information-for-state-employees/.

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.