Administrative Assistant 2 LSA

Job Summary/Basic Function:

To perform complex clerical office administration and public relations assignments; perform related work.

This position isLIMITEDSERVICE. The length of a limitedservice appointment is determined by the availability of funds such as grants and/or timeframes such as pilot projects or program termination. Appointments to a limitedservice position have permanent classified status (with limited layoff rights) after successful completion of entrance probation and shall receive no later than the date of hire a written agreement describing the noncareer nature of the job and the duration of employment. Updated agreements are required every two 2 years.

Department Overview:

Idaho Occupational Safety & Health Consultation Program consultants conduct onsite consultation visits to companies that request our services.

Level Scope:

Applies skills and job knowledge in area of specialization; may adapt procedures operations techniques tools materials and/or equipment to meet needs of area of specialization; may work on nonroutine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision.

Essential Functions:

25 of the time the Administrative Assistant 2: Assists the Program Manager.

• Attends meetings in program managers place as requested.
• Provides followthrough by using project management tools travel calendars and memory ticklers.
• Maintains cordial and respectful working conditions in the office by effectively communicating regulations and policies to a wide variety of personalities.
• A professional and levelheaded communicator.

20 of the time the Administrative Assistant 2: Acts as a single point of contact for the OSHCon program.

• Maintains a good working knowledge of the program goals and policies.
• Provides client support for walkins and phone calls routing incoming calls to consultants or Program Manager as needed.
• Creates a working file for new clients to track requests and the progress of visits.
• Provides friendly knowledgeable accurate communications to callers visitors and employees or finds ways to locate the information.

25 of the time the Administrative Assistant 2: Provides continual review and maintenance of the grant budget.

• Maintains a good working knowledge of the grants budget.
• Assist with paperwork for hiring grant employees as needed.
• Ensures that all PCard holders use the cards appropriately and reconciles Pcard statements to receipts on a monthly basis.
• Processes all orders of supplies videos and equipment.
• Processes all travel authorizations and reimbursements.
• Reconciles all expenses to budget reports on a monthly basis including continual budget versus actual tracking.
• Recommends budget changes to the Program Manager and accounting within the budget categories to ensure the most effective use of the budget for our program and employee needs.
• Ensures that total budget is not overspent or underspent.

20 of the time the Administrative Assistant 2: Acts as an analyst and researcher who compiles compares and reports individual consultant data.

• Collects and compiles individual consultant data and enter the information into a Federal reporting format.
• Collect and compile individual consultant data and enter it into the Boise State reporting format.
• Analyzing data to follow patterns.
• Compare data of consultants work to the programs goals and priorities.
• Compile and track data for use in the development of the initial draft of our annual grant renewal application.

10 of the time the Administrative Assistant 2: Acts as a librarian for the 450 training and informational videos loans to small businesses and manages access to the digital virtual reality (VR) training platform for clients.

• Fills requests to borrow training and educational videos.
• Manages the schedule and login information for clients to the VR training platform.
• Tracks video due dates and/or takes necessary action to ensure timely returns.
• Reviews literature and brings ideas for new video purchases to managers and consultants attention.
• Performs other duties as assigned.

Knowledge Skills Abilities:

• Ability to compose official correspondence reports research papers and other complex documents; providing administrative support to an administrator director or senior staff member; designing manual and automated record management systems.
• Some knowledge of supervisory practices; bookkeeping; financial software; state and local government organization structure functions and decisionmaking processes.

MinimumQualifications:

Good knowledge of: office support functions including word processing; filing; composing a variety of business documents; reception; and researching compiling and summarizing data for reports.

Experience: in interpreting applying and explaining complex information such as regulations policies or services; independently solving problems/performing liaison activities in a work setting; coordinating activities requiring complex arrangements.

Preferred Qualifications:

• Knowledge of budget accounting.
• Extensive knowledge of Microsoft Officeincluding Excel Access is a plus.
• Good knowledge of an email package.
• Possesses excellent communication and people skills.
• Ability to work with difficult customers and/or staff in an engaging manner.

Salary and Benefits:

Salary starts at$19.04 an hour and is commensurate with State University provides a bestinclassbenefits package including (but not limited to):

• 12paid holidaysAND the University is closed between Christmas and New Years (requires use of 3 vacation days)
• Between 1224annual paid vacation daysfor fulltime Professional and Classified staff depending on position type and years of service
• 9.27 University contribution to yourORP retirement fund(Professional and Faculty employees)
• 11.96 University contribution to yourPERSI retirement fund(Classified employees)
• Excellent medical dental and otherhealthrelated insurancecoverages
• Tuition fee waiverbenefits for employees spouses and their dependents
• See ourfull benefits pagefor more information!

Required Application Materials:

Resume and cover letter.

About Us:

Nestled along the Boise River and steps from the state capitol Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. Were a trailblazing institution nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond.

Boise State is proud to be recognized by Forbes as the only Idaho employer listed in the top 100 of all national midsize and large employers. Were building a thriving community of faculty and staff whose unique skills experiences and perspectives come together to create a rich and rewarding academic experience. Applications from all backgrounds are welcomed.

Learn more about Boise State and living in Idahos Treasure Valley at