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Excelling in Supervision ◊ Fostering Innovation ◊ Protecting Idaho's Financial Health

State of Idaho Opportunity

Document & Administrative Specialist 1*

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

Department of Finance Mission:

Safeguarding the financial health of Idahoans through the appropriate oversight of diverse financial institutions, the education and protection of consumers, and fostering sensible innovation in the financial services market.

The Department of Finance has an amazing opportunity for a qualified individual to join our team as a Document & Administrative Specialist 1* in the Financial Institutions Bureau. The Document & Administrative Specialist 1 position plays a critical role in managing the Bureau’s electronic and hard copy files; scanning, uploading, and filing various documents; reviewing and distributing incoming mail; conducting research projects; ensuring the accuracy of bureau contact lists; and assisting with various administrative tasks, such as proofreading correspondence, updating calendars, and recording meeting minutes. The successful candidate must have the ability to adapt swiftly and easily to new technologies and changes, work independently, ensure quality of work, and must be able to maintain confidentiality.

Working for the Department of Finance offers the ability to balance work and life commitments, including a flexible work schedule, PERSI retirement, medical/dental insurance, a wellness program, tuition reimbursement for qualifying education, and state-facilitated training. A hybrid work schedule (combination of telecommuting and in-office) may be available after successful completion of the required probationary period.

IMPORTANT: Applicant resumes must demonstrate how they meet the Minimum Qualifications listed on this job announcement. Current State of Idaho Employees: Please apply through Luma Opportunities to avoid duplicate profiles and delays in processing.

PLEASE NOTE: Candidates who reach the final hiring stage will be required to participate in a background check, including criminal history, driving record, employment and education. Having a criminal record will not automatically eliminate applicants from consideration but may be considered as part of the hiring process. The purpose of the employment and education background checks is to verify the accuracy of information on the application materials; there is no educational requirement for this position.

Example of Duties:

+ Scans and uploads Bureau documents to various folders on an internal portal based on content.

+ Utilizes Adobe Pro software to insert notes for clarity, if necessary, and ensure documents are searchable.

+ Manages the hard copy filing system onsite.

+ Minimizes onsite storage of hard copy files by transferring older documents to Records Storage or State Archives as necessary.

+ Utilizes the Department’s and Bureau’s document retention policies to destroy older documents as required and maintains a record of the destroyed documents on a Bureau-created tracking system.

+ Tracks branch openings and closings for active financial institutions in Idaho utilizing various federal and institution websites and social media pages.

+ Research various files and archives to produce relevant historical reports.

+ Answers consumer calls and inquiries.

+ Ensures employees’ schedules are updated on the Bureau and Department calendars.

+ Assists with proofreading for grammatical accuracy, processing correspondence and reports for mailing, and recording minutes at quarterly section meetings.

+ Acts as the backup for the Administrative Assistant II when she is on leave.

Minimum Qualifications: At least 6 months of experience in each of the following areas:

+ Monitoring a records system to identify and correct errors.

+ Researching a variety of sources to resolve problems.

+ Interpreting, explaining and applying regulations, laws, or complex policies to carry out assignments.

+ Entering and retrieving data using a computerized records system.

Desirable Qualifications:

+ Ability to utilize Excel spreadsheet software to convert data to tables, sort and filter, make use of conditional formatting, and employ basic formulas to create reports and keep records.

+ Experience using Word to create lists, proofread and edit documents using Track Changes, and use Styles and formatting to produce a consistent looking product.

+ Experience with Adobe Pro and Access software.

Benefits:

+ Participation in one of the Nation's best state retirement systems: PERSI (https://www.persi.idaho.gov/members-1)

+ An opportunity for Student Loan Forgiveness (https://studentaid.gov/pslf/)

+ 11 paid holidays a year

+ Paid parental leave

+ Excellent Medical, Dental, and Vision (https://ogi.idaho.gov/fy25-benefit-information/) plans

+ Sick and vacation leave that accrue as soon as you start

+ Optional 401(k), and optional 457

+ Basic life insurance for employee and family

+ Wellness programs

+ Training opportunities

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.

* The state classification specification (“Job Title”) for this position is: Technical Records Specialist 1 ; “Document & Administrative Specialist 1” is the working title for this position at the Department of Finance.