This job was posted by https://idahoworks.gov : For more information,
please see: https://idahoworks.gov/jobs/2362572 Job Summary/Basic
Function:
To perform complex clerical, office administration, and public relations
assignments; perform related work.
This position is LIMITED-SERVICE. The length of a limited-service
appointment is determined by the availability of funds such as grants
and/or timeframes such as pilot projects or program termination.
Appointments to a limited-service 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 non-career 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 non-routine 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 manager\'s place as requested.
Provides follow-through 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 walk-ins 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 grant\'s budget.
Assist with paperwork for hiring grant employees as needed.
Ensures that all P-Card holders use the cards appropriately and
reconciles P-card 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 consultant\'s work to the program\'s 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 decision-making processes.
Minimum Qualifications:
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.
Experi
