Administrative Assistant

Apply ONLINE nfallscounty.org

Testing is required for this position. Results must be received by the posting deadline. The Idaho Department of Labor Magic Valley Office conducts the tests Monday‑Friday, 8 a.m.‑5 p.m. Contact 208‑735‑2500, email magicvalleymailho.gov, or visit the office at 420 Falls Avenue, Twin Falls. If you completed tests through another company, submit scores to us before the deadline.

• TFCO Clerical Proofreading
• TFCO Basic Office Skills
• General Typing – 5 min

Test scores are kept on file for six (6) months; the most recent score will be used for each application.

Classification Summary
:
Provides administrative and secretarial support for the County Commissioners’ office, handling private or sensitive information. Activities include managing correspondence, scheduling and coordinating meetings, performing research, generating reports, preparing internal materials, and bookkeeping. Requires strong time‑management and organizational skills with attention to detail and accuracy.

• As backup to the Office Administrator, the Administrative Assistant is trained in all aspects of the Administrator’s position, including scheduling hearings, posting notices per state code, researching state code related to office requirements, submitting claims to ICRMP, processing claims, and understanding budget lines for multiple departments (Commissioners, General Fund, Public Defender’s Office, IT, Maintenance, etc.). Must be familiar with all county departments to assist citizens and other offices effectively.
  • Processes invoices for claims from the Commissioners’ Office, General Fund, Phone, and Tort Fund.
  • Processes claims for Overflow and Conflict Public Defender; logs invoices to avoid duplicate payments, verifies overflow vs conflict invoices with the PD Conflict administrator.
  • Processes invoices for tenants, tracks payments received, and follows up on missing payments according to contractual agreements.
  • Schedules items for the agenda, determines priority, and coordinates Commissioner availability.
  • Prepares and posts agendas for Commissioner meetings as per Open Meeting Law, reviews and interprets documents, verifies supporting documents, and learns the P&Z process.
  • Prepares minutes, reviews, spell‑checks, and creates synopsis for publication.
  • Processes departmental budget adjustments for purchasing and cell phones.
  • Maintains log for keys for Commissioner vehicles, purchasing cards, and conference rooms.
  • Logs, scans, and distributes legal requests to the Prosecutor’s Office; monitors status of requests.
  • Processes public records requests in a timely manner.
  • Administers county‑wide central purchasing program: orders, approvals, tracking, invoice processing, and monthly purchase/supply reports for all departments.
  • Reviews and processes monthly cell phone reports for all county departments; orders phones, cancels service, reviews billing for correct plans and user names.
  • Distributes property tax exemption and hardship tax cancellation forms; differentiates between hardship, casualty loss, etc., according to Idaho Code.
  • Processes telephone requests; tracks and monitors work orders for timely completion.
  • Maintains files of contracts; verifies signatures, completeness, logs contracts with sufficient detail, returns to departments, and follows up for counter‑signatures.
  • Assists with the Board of Equalization Process; logs appeal forms, processes them, provides copies to the Assessor, sets up files, prepares schedule, and prepares appeal packets.
  • Creates word‑processing documents, spreadsheets, and works with specialized department software.
  • Answers phone and greets visitors; directs callers and visitors to the correct agency.
  • Assists in database management of department/division files with or without IT assistance.
  • Maintains communications with key staff inside and outside the department.
  • Schedules and coordinates meetings, interviews, events, and other similar activities.
  • Prepares internal support materials and reports.
  • Responds to Commissioners’, elected officials’, county employees’, and citizens’ questions and comments courteously and timely.
  • Performs time‑management and…