Office Specialist 2
Listed on 2026-08-20
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Administrative/Clerical
Office Administrator/ Coordinator, Clerical, Office Assistant, Data Entry
Description
Idaho Department of Lands
The Idaho Department of Lands (IDL) is seeking a full-time Office Specialist
2. This position will be located at the Idaho Falls Office in Idaho Falls, .
Description
The Office Specialist position is responsible for assisting the Administrative Assistant and office staff with all non-resource specific administrative duties and any duties specifically assigned within the Eastern Supervisory Area Idaho Falls Office.
Key Responsibilities:
CUSTOMER SERVICE:
- Greet and direct visitors to appropriate area staff member.
- Answer routine questions and provide informational materials as requested.
- Answer incoming phone calls, ask appropriate questions to determine customer's needs, and route calls to appropriate staff members or Area office.
- Make travel arrangement for Eastern Area staff.
Idaho Department of Lands
The Idaho Department of Lands (IDL) is seeking a full-time Office Specialist
2. This position will be located at the Idaho Falls Office in Idaho Falls, .
Description
The Office Specialist position is responsible for assisting the Administrative Assistant and office staff with all non-resource specific administrative duties and any duties specifically assigned within the Eastern Supervisory Area Idaho Falls Office.
Key Responsibilities:
CUSTOMER SERVICE:
- Greet and direct visitors to appropriate area staff member.
- Answer routine questions and provide informational materials as requested.
- Answer incoming phone calls, ask appropriate questions to determine customer's needs, and route calls to appropriate staff members or Area office.
- Make travel arrangement for Eastern Area staff.
ACTIVITIES:
- Review and date stamp all office bills and code for payment when AA is unavailable.
- Forward all invoices and receipts to the AA for payment processing.
- Review P-Card transactions and ensure correct documentation is uploaded at the verifier level.
- Notify AA when transmittals are ready for Level 1 approval.
- Enter time coding for self and assist employees when needed by close of business on last day of pay period.
- Maintain appropriate knowledge level needed to accurately answer employee questions related to payroll.
- Prepare all bank deposits as required by policy, and review check log and drop to fiscal SharePoint folder.
- Process any credit card or debit card transaction as required by policy.
- Assist and process travel vouchers for Eastern Area staff.
- Compose correspondence; create, review, and process documents and records as requested or provided by policy.
- Assist Area staff when requested with document development (letters, reports, e-mails, etc.), review and suggest appropriate corrections prior to mailing.
- Organize files, purge files, and file current documents.
- Organize and recreate Eastern Office filing template and digital file log.
- Maintain digital vehicle files for both Eastern Area offices.
- Order and maintain stock of office and janitorial supplies.
- Prepare and log all outgoing mail and process incoming mail.
- Move digital mail from Area 51 SharePoint/Teams sites to L&W SharePoint site.
- Issue firewood permits
- Assist customers requesting burn permits, and issue permits when requested by a customer
Minimum Qualifications:
- Good knowledge of rules of effective business English usage, spelling, punctuation, and grammar.
- Experience:
using alphabetical, numerical, or subject filing systems to include determining file names, setting up new files, classifying, labeling, filing, and retrieving; reviewing documents for compliance with established procedures; using a computer to enter and retrieve information; answering a business telephone using knowledge of business telephone procedures and etiquette.
Nature and Scope
Incumbents in this class perform a wide range of office support functions using independent judgment in applying existing policies and procedures to complete assignments. This involves knowledge of multiple procedures and program guidelines to make decisions. Decisions cover a variety of tasks. Incumbents respond to non-routine inquiries and explain department services, policies, procedures, and rationale for decisions to customers. Incumbents typically…
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