Administrative Assistant 2 LSA

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 time frames 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.

Idaho Occupational Safety & Health Consultation Program consultants conduct onsite consultation visits to companies that request our services.

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.

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.

• 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,…