IOEM Administrative Specialist

IdahoPTV; Boise (ID); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, vision, and dental insurance

PERSI retirement benefits

Paid sick, vacation, and parentalLeave

11 paid holidays per year

Job summary

Idaho Office of Emergency Management (IOEM) seeks an administrative assistant to support senior management and IOEM staff with clerical tasks, scheduling, and document preparation. The role requires ensuring accurate records, timely communications, and efficient office operations.

The position involves handling confidential materials, coordinating training, and supporting program staff in line with federal grant guidance. A background check and security eligibility are required.

Qualifications

• Perform general office tasks and maintain accurate records.
• Compose, send, and manage replies via email; manage supervisor calendars.
• Develop spreadsheets, create presentations, and design simple databases.
• Draft professional business letters and correspondence from drafts.
• Maintain electronic and paper filing systems per regulations.
• Create forms using templates; perform mail merge for letters, envelopes, labels.
• Know current social media platforms and trends; manage multiple accounts.

Skills

Office tasks

Email management

MS Office (Excel/PowerPoint/Access)

Typing & document prep

Filing systems

Mail merge & templates

Social media management

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

Job description

Posted 2 days ago | Apply before September 20, 2026

Description

Applications will be accepted through 11:59 PM MST on the posting end date.

ANNOUNCEMENT NUMBER: 26-88-N

AREA OF CONSIDERATION: Open to all eligible applicants

TYPE OF POSITION: Civilian Non-Classified

YOUR APPLICATION PACKET MUST INCLUDE (attach as a supporting document in Luma):

• Military Division Mandatory Questions
• Mandatory Requirements
• Mandatory Experience (KSAs)
• If required - Attach copies of educational diplomas, transcripts, training certificates, professional licenses, certifications or registrations

* Luma does not allowedits after submitting your application

Applications will be accepted through 11:59 PM MST on the posting end date.

ANNOUNCEMENT NUMBER: 26-88-N

AREA OF CONSIDERATION: Open to all eligible applicants

TYPE OF POSITION: Civilian Non-Classified

YOUR APPLICATION PACKET MUST INCLUDE (attach as a supporting document in Luma):

• Military Division Mandatory Questions
• Mandatory Requirements
• Mandatory Experience (KSAs)
• If required - Attach copies of educational diplomas, transcripts, training certificates, professional licenses, certifications or registrations

* Luma does not allowedits after submitting your application

** Your application will be considered INCOMPLETE, if MQ, MR, and KSA questions are not provided. SUMMARY: This position is assigned to the Idaho Office of Emergency Management (IOEM), functioning within the State of Idaho – Military Division. The primary purpose of this position is to provide administrative assistance and secretarial support to IOEM’s Executive Administrative Officer and Director. Additionally, provides general administrative support to IOEM Senior Management and to staff members and programs as assigned. Participates in the management of the office by applying a good working knowledge of programs within the IOEM.

MILITARY DIVISION MANDATORY QUESTIONS (attach as a supporting document in Luma):

(1) Except for minor traffic offenses, have you ever entered a plea of guilty, no contest, or had a withheld judgment to a felony offense? If YES, please explain on a separate paper and attach it to your application.

(2) Do you certify that I am a U.S. citizen, permanent resident or a Foreign National with authorization to work in the United States?

MANDATORY REQUIREMENTS (attach as a supporting document in Luma):

1. Must have and maintain a valid and unrestricted state issued driver’s license (from any state). Provide your driver’s license number, issuing state, license expiration date, and the full name specified on the license. (Do not provide a copy of your driver’s license.)
2. Must submit to and successfully pass a state background check, and must be eligible to obtain and maintain a “SECRET” security clearance through the U.S. Department of Homeland Security. (At a minimum, a favorable suitability determination by the State Security Manager is required prior to appointment into this position.)
3. Travel is required for training and job performance. Must be willing to travel by all modes of transportation and stay at destinations for moderate to extended periods.
4. Must agree to attend/accomplish required training and participate in training exercises as identified in federal grant guidance, by the IOEM Training and Exercise Program, and by IOEM Senior Management; must agree to successfully complete online courses as determined by the same.

REQUIRED EXPERIENCE (attach as a supporting document in Luma):

Must have18-Monthsof specialized experience performing work related to the knowledge requirements below. Submit a paragraph for each knowledge requirement below that demonstrates the required experience and describes competence in applying the knowledge. Education and training may be used to offset experience.

KNOWLEDGE REQUIRED

1. Ability to perform common office tasks such as greeting and directing customers; answering multi-line telephones, taking messages, and transferring calls; and maintaining records by documenting or updating information in written or electronic form to maintain accurate and complete records.
2. Ability to use electronic mail (email) to compose, send, and respond to email, and to use email program functions such as calendars and meeting requests. Ability to manage supervisor’s calendar/schedule to commit supervisor's time and establish priorities.
3. Ability to use spreadsheet software, such as Microsoft Excel, to develop spreadsheets; ability to use presentation software, such as Microsoft PowerPoint, to create, format, edit, and run slide shows; and ability to use database software, such as Microsoft Access, to create template-based databases and design simple tables, queries, data entry forms, and/or reports.
4. Ability to independently and professionally compose business letters and other correspondence/documents from drafts, memos, notes or other instructions. Must have good typing skills and be capable of proficiently using a computer and memory typewriter.
5. Knowledge of correspondence and filing systems, including the ability to establish and maintain electronic and paper filing/storage systems in accordance with current regulations.
6. Ability to create forms/documents using templates, work with form fields, and format and enhance forms. Skill using mail merge to create form letters, modify merged documents, and merge envelopes and labels.
7. Knowledge of current social media platforms and trends. Ability to create, edit and manage multiple social media accounts. Knowledge of acceptable social media practices.

Benefits:

• medical, vision, and dental insurance
• PERSI retirement benefits
• paid sick, vacation, and parental leave
• 11 paid holidays per year

For additional information related to benefits and/or State programs, pleasevisithttps://dhr.idaho.gov/StateEmployees/Benefits.html .

EEO/ADA/Veteran:

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 [e-mail] .

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