Administrative Assistant 2 LSA

Boise State University; Boise (ID); On-site; USD 18,000 - 36,000; Part time

Benefits offered by this job

12 paid holidays

Vacation days (as per policy)

Benefits package

Job summary

Boise State University is seeking an Administrative Assistant 2 to perform complex clerical and office administration tasks within the Idaho Occupational Safety & Health Consultation Program. The role is limited-service, with responsibilities spanning program support, budget maintenance, and client communications.

Daily duties include acting as a primary contact for the program, processing travel and expenses, and maintaining grant records.

Qualifications

• Ability to compose official correspondence and reports; provide administrative support to senior staff.
• Some knowledge of supervisory practices; bookkeeping; financial software; government organization structures.

Responsibilities

• Assist the Program Manager and attend meetings as requested.
• Serve as single point of contact for the OSHCon program; support walk-ins and phone calls.
• Maintain grant budget; assist with hiring grant employees; reconcile P-Card statements monthly.
• Process travel authorizations and reimbursements; reconcile expenses to budget.
• Act as librarian for training/educational videos; manage VR platform access and track returns.

Skills

Official correspondence

Administrative support

Record management systems

Supervisory practices

Bookkeeping

Financial software

Government structure knowledge

Tools

Microsoft Office

Excel

Access

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): 12 paid holidays AND the University is closed between Christmas and New Year's (requires use of 3 vacation days) Between 12-24 annual paid vacation days for full-time Professional and Classified staff depending on position type and years of service 10.76% University contribution to your ORP retirement fund (Professional and Faculty employees) 11.96% University contribution to your PERSI retirement fund (Classified employees) Excellent medical, dental and other health-related insurance coverages Tuition fee waiver benefits for employees, spouses and their dependents See our full benefits page for 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. 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/