Administrative Assistant 2 - MED

Posting Begin Date: 2024/10/31

Posting End Date: 2024/12/01

Category: Administration

Sub Category: Administrative Assistant

Work Type: Full Time

Remote: Flexible Hybrid

Location: Boise, ID, United States

Minimum Salary: 17.85

Maximum Salary: 19.48

Pay Rate Type: Hourly

Description

DEDICATED TO STRENGTHENING THE HEALTH, SAFETY, AND INDEPENDENCE OF IDAHOANS

*THIS ANNOUNCEMENT WILL BE OPEN UNTIL FILLED. APPLICANTS ARE ENCOURAGED TO APPLY AS SOON AS POSSIBLE TO BE CONSIDERED.

The Idaho Department of Health and Welfare has an exciting opportunity for anAdministrative Assistant 2to directly support the bureaus of Population Health, Pharmaceutical Care, and Clinical and Quality Management within the Division of Division’s Medicaid inBoise.

We are seeking a candidate who excels in a fast-paced team environment and can balance a workload while coordinating multiple priorities. This position requires excellent customer service and public relations skills, answering phone calls, and screening callers for further access to staff. Successful candidates must be able to work autonomously and within a team while gaining extensive knowledge of Division of Medicaid activities, programs, and policies. The candidate must display reliability, excellent communication skills, attention to detail, effective business writing skills, a high level of professionalism, and an exceptional ability to successfully coordinate and complete multiple tasks. Punctuality and dependability are key for this position.

This position may be eligible for telework after successful completion of probation and necessary training.

BENEFITS:

BEST RETIREMENT AVAILABLE IN THE NATION

We have one of the Nation's best state retirement systems (https://www.persi.idaho.gov/members-1/) (PERSI) that offers a lifetime benefit.

OTHER EXCELLENT BENEFITS

• 11 paid holidays

• Generous vacation and sick leave accrual beginning as soon as you start

• Paid parental leave (https://dhr.idaho.gov/information-for-state-employees/)

• Medical, dental, vision insurance - incredible rates! (full-time/30+ hours per week)

• PERSI Choice 401(k)

• Deferred compensation plan

• Life insurance

• Short and long-term disability insurance

• Student Loan Forgiveness (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service)

• Wellness programs

• Employee Assistance Program (EAP)

• Flexible Spending Accounts (FSA)

• Wide variety of training opportunities

• Some positions offer flexible hours and/or telecommuting

  EXAMPLE OF DUTIES:

• Perform a variety of complex administrative support functions, such as scheduling meetings; contacting participants; preparing agendas; producing forms; preparing meeting packets; and taking meeting minutes, as well as purchasing and ordering office supplies and other inventory needed.

• Answer Medicaid’s main phone line as needed, directing calls to different units and Divisions.

• Handle highly sensitive, confidential, and/or political issues.

• Compose letters, correspondence, and memos requiring independent judgment as to content.

• Utilize a variety of software to create, process, update and maintain various documents, manuals and administrative records containing technical information, in varied formats.

• Schedule and coordinate arrangements for meetings and/or conferences, including conference logistics.

• Respond to inquiries and explain department services, policies, procedures, and rationale for decisions to customers.

• Prepare financial transactions such as credit card transmittals, employee reimbursement requests, invoices, and other related bookkeeping records; work with department's financial unit to ensure fidelity to accounting procedures.

• Coordinate administrative activities and complete public relation assignments; both of which require contact with executives, the public, other agencies and governmental officials.

• Serve as back-up designee for human resource administrative functions to support Management Assistant; including assisting with new hires, paperwork, security requests, setting up function workstations, phones and ID badge.

  MINIMUM QUALIFICATIONS:

  You must possess all the minimum qualifications below to pass the exam for this position. Please make sure your resume or work history supports your meeting the minimum qualifications for this position. Failure to do this may disqualify you from being considered for this position. It is highly recommended to attach a one-page cover letter to your application to demonstrate how you meet the requirements below.

• Good knowledge of office support functions including word processing, filing, composing a variety of business documents and reception. Typically gained by at least one year of work experience performing complex secretarial, office administration, & public relations assignments such as coordinating administrative office functions, committees, special projects, & highly sensitive, confidential, and/or political issues; applying extensive knowledge of departmental programs & objectives; independently researching, compiling, & organizing materials for executives/manager's use in problem resolution. Preparing reports, handling complaints or resolving problems; composing correspondence for executive/manager on own initiative using word processing.

• Good knowledge of researching, compiling, and summarizing data for reports. Typically requires at least one year of work experience that required that I independently research, compile, develop and summarize material/data for reports on a frequent basis.

• Experience Interpreting, applying and explaining complex information such as regulations, policies or services. Typically gained by at least one year of work experience interpreting and explaining complex information such as policies, procedures, regulations, or laws. This experience included explaining discrepancies or having to explain to others how the information applied to their specific situations. Decision making was controlled by established guidelines and my work was reviewed regularly by a supervisor.

• Experience coordinating activities requiring complex arrangements. Typically gained by at least one year of work experience coordinating complex arrangements for at least one major activity which included two or more responsibilities such as: travel, registration, accommodation negotiations, coordinating volunteers, audiovisual support, coordinating/selecting speakers, planning meals, designing forms, publicity, and entertainment.

• Experience independently solving problems/performing liaison activities in a work setting. Typically gained by at least one year of work experience in a setting that required that I perform problem solving and conflict resolution with dissatisfied individuals. This experience also required that I be involved in the decision making process concerning solutions for these dissatisfied individuals.

  Below is preferred experience. It is not required for the position but applicants with this experience may receive consideration over other applicants.

  One year of experience in all of the following areas: (a) creating mass mailings using mail merge functions with Excel and Word data; (b) creating documents using columns and tables to display text and data; and (c) experience creating and using documents that requires changes be tracked and commented and that incorporate graphics, tables and charts.

• Experience working with SharePoint software. Typically gained by at least 6 months experience using this software in a work setting.

• Experience with Financial Record Keeping Methods. Typically gained through completion of at least a one-semester course in financial record keeping or accounting that covered debiting, crediting, reconciling and balancing financial records and verifying their accuracy AND at least six months of experience; OR at least one year of experience performing accounting/financial record keeping duties as a predominant responsibility of the job.

• Experience providing administrative support to an administrator, director, or senior staff member to include such duties as coordinating administrative committees; handling communications dealing with highly sensitive, confidential, and/or political issues; applying extensive knowledge of departmental programs & objectives; and/or receiving inquiries and determining priorities for an administrator, director or senior staff member. Typically gained by at least two years of related work experience.

• Experience with Power Point. Typically gained by at least one year of work experience which required use of presentation software such as Microsoft Publisher and PowerPoint.

• Experience working with Microsoft Outlook. Typically gained by at least 1 year of experience using Microsoft Outlook to create and sort mail, contacts and tasks; create and book meetings and conference rooms; and planning and coordinating schedules by invitation.

  Learn About a Career with DHW (https://healthandwelfare.idaho.gov/about-dhw/dhw-careers)

  *PLEASE NOTE: application assistance is not available after the business hours listed below, on the weekends, or on holidays and you must apply before 4:59 pm on the closing date. When applying, use CHROME as your browser to avoid complications.

  If you have questions, please contact us at:

  Email is the quickest way to get an answer to your questions.

  (answered Monday through Friday during business hours MST)

  EMAIL: [email protected]

PHONE: (208) 334-0681

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 (208) 334-2263 (TTY/TTD: 711), or email[email protected].

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