Administrative Assistant III - Facilities Services (9-Month Temp)

Ready to take your administrative career to the next level? In this fast-paced, impactful role, you'll be at the heart of department operations—leading projects, supporting contracts and purchasing, coordinating meetings and events, and keeping things running smoothly behind the scenes. You’ll also have the chance to mentor others, work across teams, and make a real difference every day. If you're organized, proactive, and thrive on variety, this is the perfect opportunity to shine.

Handles complex issues and problems and refers only the most complex issues to higher-level staff. Is capable of performing all duties of an Administrative Assistant level I and II, and provides leadership, coaching, and/or mentoring to a subordinate group, as needed. 

Provides comprehensive administrative support to the department or team, including online research, scheduling meetings and calendar support, and meeting preparation support, including agendas and minutes. Provides essential document creation, distribution, process tracking, and follow-up. 

Provides advanced support for specialized department contracts using associated software and collaboration with financial teams and manages deadlines. Assists with entry of purchase order requests and provides process follow through. Serves as a resource for contract assistance inquiries. Provides procurement process support, including invoice processing and coding and tracking, inventory/supply management, vendor coordination, specialized contract support, and preparation of purchasing card receipts and transactions.

Supports event coordination and logistics needs. Conducts medium-complexity research projects. Facilitates effective communication within the team and with external stakeholders through email, phone, and in-person interactions. Performs primary front desk support and backup. Enters and maintains data in computer systems and performs data collection and research as required. 

Collaborates within the department's records management operation, including facilitating the retrieval, filing and storage of information following best practices and quality control practices. Ensures all classification of official records, documents, and other media procedures meet applicable city, state, and federal legal requirements. Catalogs, scans, indexes, develops, and reviews many department documents. Participates in special records management projects. 

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.Required Knowledge, Experience, And Training

• High school diploma or equivalent and
• 4 years of experience providing administrative support duties for a unit or functional group supporting business operations, 
• or an equivalent combination of education and/or experience.

Knowledge of: 

• computer usage including related software; 
• general business office practices, procedures, and telephone etiquette; 
• data collection and research techniques and methods; 
• organization and department operations, services, and policies; 
• applicable regulations and policies; and
• professional license requirements, CEU requirements, and state laws governing the licensing process.

Ability to: 

• provide excellent customer service; 
• analyze problems and develop solutions; 
• gather, interpret, and disseminate data and other business-related information; 
• consolidate information from various sources into a prescribed report format; 
• interpret governing regulations, policies, and procedures; 
• effectively explain departmental policies and procedures; 
• communicate effectively in the English language at a level necessary for efficient job performance; and 
• perform all essential functions as assigned by an authorized employee, supervisor, and/or manager with or without reasonable accommodation.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training

• Associate’s degree and 
• 5 years of experience providing clerical and/or administrative support in a technical or complex program or work environment.

Licensing And Other Requirements

• Valid state-issued driver’s license
• Notary Public certification.
• First Aid and CPR certification.

Special Requirements
Applicants must be able to pass:

• City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
• Driving Record Check

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts
While performing the duties of this job the employee is frequently lifting/carrying up to 10 pounds and occasionally lifting/carrying up to 35 pounds. The noise level is frequently moderate. Work includes sensory ability to talk, hear, smell and touch. Work in this position also includes close vision, distance vision, peripheral vision and depth perception. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, reach and grasp. Position requires hand/finger dexterity.

Working Environment
The work environment will include inside conditions. Employees will also drive a vehicle as part of this position. May periodically rotate work locations

Salary : $19 - $23