ICI - Management Assistant

IdahoPTV; Boise (ID); On-site; USD 60,000 - 90,000; Full time

Job summary

Idaho Correctional Industries in Idaho Falls/Boise area is seeking a Management Assistant to support the Sales Manager and Leadership Team. The role focuses on customer service, showroom operations, and cross-department coordination, with responsibilities spanning scheduling, research, reporting, and process improvement.

The position requires ability to interpret regulations, coordinate special projects, and provide proactive administrative support to enhance customer service and showroom

Qualifications

• Experience interpreting and applying regulations or policies and procedures, including explaining discrepancies or applying information to specific situations.
• Experience planning, organizing, implementing, and evaluating special projects with extensive planning and action.
• Experience independently researching, compiling, developing, and summarizing material for reports on a recurring basis.
• Experience analyzing information, identifying problems, defining alternatives, and developing management recommendations.
• Experience communicating with victims, families and residents regarding policies and procedures.
• Strong knowledge of computer applications, and use of multiple software in a professional setting.

Responsibilities

• Provide management and administrative support to Sales Manager and Leadership Team, coordinating projects and activities and supporting showroom operations.
• Assist Sales team to meet customer needs in showroom, clarify information, resolve issues, and prepare clear customer responses.
• Maintain showroom cleanliness and organization, manage inventory and displays.
• Coordinate calendar, travel, expense reports, supplies, and materials for management.
• Collect and provide monthly mileage information for Sales team vehicles.
• Support Global Shop operations, including packing lists, receiving, and inventory movements.
• Process RMAs and customer orders as requested by Sales Manager.
• Monitor Sales inbox and route inquiries to appropriate representatives.
• Serve as point of contact for Internal Sales Orders and route for review and approval.
• Assist with day-to-day marketing tasks and website updates.
• Manage special projects and cross-department initiatives with timelines and progress tracking.
• Prepare reports and management information to support decision-making.

Skills

Regulations interpretation

Project coordination

Independent research

Data analysis

Victim communications

Computer applications

Job description

Posted 4 days ago

Description

Idaho Correctional Industries

State of Idaho Opportunity

Summary:

This position provides management and administrative support to the Sales Manager and Leadership Team while serving as a key resource for customer service and showroom operations. Tasks should be prioritized based on direction from the Sales Manager. The Management Assistant coordinates assigned projects and activities, conducts research and prepares information to support management decision-making, assists with process improvement and implementation, and provides cross-departmental coordination and follow-through. The position also supports the Sales team and ICI customers through responsive customer service, administrative coordination, and effective showroom operations.

• Assist the Sales team in ensuring customer needs are met in the showroom, including clarifying information, resolving routine issues, documenting findings, conducting requested research, and preparing clear customer responses under Sales team direction.
• Maintain the showroom in a clean, organized, and customer-ready condition, including showroom inventory and displays and resetting the Boardroom after meetings.
• Perform support for the Sales Manager and Leadership Team as assigned, including calendar and meeting coordination, travel arrangements, expense reports, supply ordering, and preparation or compilation of materials, data, and reports.
• Collect, update, and provide monthly mileage information for Sales team vehicles.
• Support and coordinate Global Shop operational processes, including transmittals, packing lists, showroom receiving, inventory management, and bin movements, progressively assuming independent responsibility for assigned functions.
• Collect information needed by the Sales team for RMAs involving rework or warranty issues and process customer orders as requested by the Sales Manager.
• Check the mail daily after the scheduled delivery time, log all checks received that day, and promptly turn them over to Finance/Accounts Payable for processing.
• Monitor the CI-Sales inbox throughout the day and promptly route all incoming emails and customer inquiries to the appropriate sales representative for follow-up.
• Serve as the point of contact for Internal Sales Orders, verifying each request qualifies, assigning it to the correct department, and routing it to the Sales Manager for review and approval before processing.
• Work with ICI’s internal IT personnel as a secondary website administrator, helping keep product information and images current while also supporting the direct supervisor with day-to-day marketing activities as needed.
• Perform additional duties and special assignments appropriate to the Management Assistant classification as assigned by the direct supervisor or Leadership Team, including but not limited to:
• administrative coordination,
• research,

Project Coordination & Operational Support

• Coordinate and oversee assigned special projects and cross-departmental initiatives, including timelines, communication, progress tracking, issue resolution, and follow-through to completion.
• Research and analyze operational, customer service, sales, and administrative matters; compile information, identify trends or concerns, and provide findings and recommendations to management.
• Support the development, implementation, and review of procedures and processes, applying applicable ICI and State policies and identifying opportunities to improve efficiency, consistency, and service.
• Prepare reports, summaries, correspondence, and other management information to support operational oversight and management decision-making.

Confidentiality

Maintain confidentiality and professionalism when handling sensitive business data, customer and personnel information, and cross-team communications, ensuring information is shared appropriately and only with those who have a business need to know.

Work Schedule / Showroom Coverage

This position is showroom-focused and serves as a primary representation of ICI to customers, partners, vendors, and visitors. Consistent attendance, responsiveness, respectful communication, and maintaining a welcoming, customer-ready environment are essential expectations of the role. Attendance at the showroom is required Monday through Friday from 8:00 a.m. to 4:00 p.m., with a working lunch, unless otherwise approved by the direct supervisor.

Minimum Qualifications:

Your resume needs to clearly articulate how your skills, education and experience meet qualifications below-

• Experience interpreting and applying regulations or policies and procedures. Typically gained from at least one year of work experience interpreting and explaining complex information such as policies, procedures, regulations, or laws including explaining discrepancies or having to explain to others how the information applied to their specific situations.
• Experience planning, organizing, implementing, and evaluating special projects. Typicaly gained bywork or volunteer experience with responsibility for planning, organizing, implementing, and evaluating at least one special project that involved extensive planning and action.
• Experience independently researching, compiling, developing, and summarizing material for reports on a frequent or recurring basis.Typically gained by one year of work, college, or volunteer experience that required independently researching, compiling, developing, and summarizing materials for reports.
• Experience analyzing information, identifying problems, defining alternatives, and developing recommendations for management/administrators. Typically gained by one year of work experience where you were required to analyze information, identify problems, define alternatives, and develop recommendations for managers. Management problems could have dealt with issues such as resolving staffing, overtime, budget, and/or contract problems, etc., where you determined the problem, researched files, reviewed reports, and analyzed different options.
• Experience interpreting, applying, and communicating with victims, families and residents explaining policies and procedures to specific situations.
• Good knowledge of computer applications.Typically gained through successful completion of computer applications courses of 20 or more hours and at least one year of applied work experience or approximately two years of experience using three or more commonly used computer applications in a job setting.

Hiring Information:

• Completing a Background Investigation Questionnaire and pre-employment drug testing
• Having a federal and state criminal background check to include fingerprints
• Having a history of law-abiding behavior
• Felonies, misdemeanors, illegal drug usage, DUI's, adverse driving convictions and employment history may make you ineligible for employment
• Non-hiring restrictions are in place for candidates who:
• Have been convicted of Domestic Violence or similar types of violent behaviors
• Have a dishonorable discharge from military service
• Currently are using, dealing, or are associated with illegal drugs
• Have close friends or relatives under IDOC care & custody where the vacancy exists
• Are currently under IDOC supervision or probation (must be released from IDOC supervision or probation for at least one year)

The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html

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 [phone] (TTY/TTD: 711), or email [e-mail]

EEO/ADA/Veteran:

Preference may be given to veterans who qualify under state and federal laws and regulations.

Thank you for your interest in employment with Idaho Correctional Industries.