Marketing Administrative Assistant 2

Description

State of Idaho Opportunity

"Serving consumers and agriculture by safeguarding the public, plants, animals and the environment through promotion, education and regulation."

Summary

The Idaho State Department of Agriculture is currently recruiting for an Administrative Assistant II in the Marketing Division.

Applications will be accepted through 12:59 PM MST on the posting end date.

Example of Duties

Key Responsibilities

• Supports program in high-level administrative tasks related to all marketing programs including international trade, Idaho Preferred, grants and the Idaho Farm and Ranch Center
• Coordinates administrative activities with the Bureau Chief, Program Managers and staff
• Responsible for the Division's main phone line
• Demonstrates knowledge of Idaho agriculture to independently respond to requests for information and answer inquiries on Idaho agriculture production and division programs from the public
• Maintains extensive knowledge of the marketing programs to include interpreting, explaining, and applying rules governing Idaho Preferred product qualifications
• Issues Certificates of Free Sale interacting directly with food processors on documentation requirements, interpreting state laws and rules to ensure compliance, problem solving for custom certificates, and obtaining confidential documentation verifying processing facility health inspections/audits
• Processes Idaho Preferred membership applications, renewals and membership records
• Receives, verifies, tracks and files grant applications
• Assists grant applicants with technical documentation issues
• Updates and maintains the marketing Customer Relationship Management (CRM) database with new producer information
• Creates and maintains electronic filing system
• Oversees records management and retention requirements for division
• Coordinates Public Records Request responses for the division.
• Ensures all division staff are kept informed of and are following all Department policies
• Provides administrative support to programmatic staff which entails typing correspondences, assembling reports, conducting research, compiling information and graphics for speeches and conferences, preparing presentations, writing letters and articles, proofreading and editing correspondence
• Creates and designs electronic forms, postcard mailings, infographic brochures, educational handouts, reminder notices, and other outreach materials as required
• Composes and distributes electronic correspondence to Idaho producers and industry through Constant Contact
• Collects statistics on Idaho production, analyzes data to produce marketing materials and reports
• Helps research questions and assists division employees in looking up information
• Updates the division website
• Assists in the scheduling, planning, preparing, and set up of workshops and conferences, Idaho Preferred meetings and events, and pre-mission briefings for Governor's Trade Missions
• Assists with in-state, out-of-state and international travel arrangements for personnel including booking hotel, flight, and rental car reservations
• Receives, verifies and processes payments using the Statewide Accounting System
• Creates and sends invoices for services
• Coordinates the purchase of supplies, equipment, and services for the Division
• Maintains budget documents and capital outlay for division
• Compiles data for budget preparation.
• Manages Division vehicle fleet, including tracking registration, fuel reports, expense reports, and other administrative requirements
• Maintains equipment inventory
• Reviews operational efficiency and recommend and implement improvements
• Handles special projects as assigned
• Fulfills responsibilities of an ISDA employee as outlined in the department's Risk Management/Safety Policy
• Responsible for ensuring all financial transactions related to your position, and those of your direct reports if applicable, are processed timely, accurately, and in accordance with ISDA's policies and procedures
• Maintain and submit appropriate documentation to Fiscal to support the purpose of and to validate all transactions, obtain required approvals, and seek prior advice and approval for non-routine transactions that are not easily defined within the ISDA's policies and procedures
  
  

Minimum Qualifications: This qualification is a mandatory requirement.

Good knowledge of

• Office support functions including word processing, filing, composing a variety of business documents and reception
  
  

This knowledge is typically gained by an associate's degree in administrative services OR one year of experience performing all the duties listed above

• Researching, compiling, and summarizing data for reports
  
  

Typically gained by 6 months of experience independently writing similar reports

Experience

• Interpreting, applying and explaining complex information such as regulations, policies or services
• Independently solving problems/performing liaison activities in a work setting
• Coordinating activities requiring complex arrangements
  
  

Specialty Areas: These qualifications are mandatory requirements for this recruitment.

Some positions may require one or more of the following

Some knowledge of

• Financial record keeping
  
  

Experience

• Composing official correspondence, reports, research papers and other complex documents
• Using PowerPoint
• Using HTML & Web Editing Tools/Converting Images and Test
• Using Publisher/Adobe Illustrator
• Using Microsoft Word, Outlook and Excel
  
  

Benefits

The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html.*

• Benefits may not be applicable for temporary or seasonal positions.
  
  

EEO/ADA/Veteran's Preference

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 ada.coordinator@dhr.idaho.gov.

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

Thank you for your interest in the Department of Agriculture!

If you have questions,

please contact us at

jobs@isda.idaho.gov or at (208) 332-8520

Agency

Idaho State Department of Agriculture

Address

2270 Old Penitentiary Rd.

Boise, ID 83707

Website

https://agri.idaho.gov/