Job Description
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.
- Assists 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 enters the information into a Federal reporting format.
- Collect and compile individual consultant data and enter it into the Boise State reporting format.
- Analyze data to follow patterns.
- Compare data of consultants' 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 video 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.
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 Office, including 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 is $22.25 an hour and is commensurate with experience. Boise State University provides a best-in-class benefits package, including (but not limited to):
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. We’re a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond.
We’re 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 Idaho’s Treasure Valley at https://www.boisestate.edu/about/
