Administrative Specialist II - Challis, United States - University of Idaho

Description

Position Details

Position Information

Internal Posting?

Posting Number
SP004084P

Position Title
Administrative Specialist II

Division/College
College of Agricultural & Life Sciences

Department
Eastern District

Location
Off Campus Location - Custer County Extension Office, Challis ID

Posting Context Statement

The 4-H program in Custer County is looking to fill a position that will assist with the coordination of the program, accomplishing a variety of tasks, often under time constraints, with little or no supervision, keeping office hours 5 days a week, from 8 am - 5 pm.

Position Overview

The position provides a wide range of operational support to visitors, students and employees, navigating a variety of administrative processes, procedures and cyclical calendars of activities critical to the operation of the unit within the broader university. The primary responsibility is to serve as an administrative process expert and coordinator. The position may serve as first point of contact for the department while also performing administrative functions such as researching information and solving problems for faculty, staff and students, and providing program and/or event assistance.

Duties may include:

• Composing, proofreading, editing and distributing a variety of business documents and routine reports
• Maintaining schedules and event calendars
• Coordinating logistics for regular travel and meetings
• Collecting and organizing data, entering information into various electronic systems in accordance with university or department procedure to ensure accuracy and compliance, validating information and resolve conflicts in data
• Reviewing internal operating procedures and practices to determine whether improvements can be made in areas such as workflow and records management
• Greeting office visitors and responding to incoming calls and email correspondence. Providing information about office services and processes, redirecting inquiries to appropriate offices/individuals
• Managing inventory
• Other duties as assigned

This position will be located at the Custer County Extension Office in Challis, Idaho.

Unit URL



Position Qualifications

Required Experience

• One year performing office support functions such as document or records management, composing or editing and formatting business documents, reception and/or customer service.
• Using computer software and applications for word processing, spreadsheets, email and internet research.
• Balancing a workload of assigned tasks to meet multiple deadlines.

Required Education

• High School Diploma or equivalent.

Required Other

• Must possess a valid driver's license and be able to meet policy requirements for driving university vehicles.

Additional Preferred

• Associate's degree, or a combination of education and/or related work experience.
• Knowledge of 4-H Youth Development programs and operations or experience working with youth.
• Ability to remain professional while working with adults and youth.
• Ability to multi-task, be flexible, maintain confidentiality, perform detailed work, and be comfortable working independently.
• Possess written and verbal communication skills, including the ability to write concise reports and effectively speak to audiences of youth and adults.
• Experience utilizing Microsoft Office and QuickBooks.
• Experience in bookkeeping, budgets and financial documentation, preparing accounts payable and receivable, and reconciling monthly bank statements.
• Experience in reception duties, including meeting and greeting the public, taking detailed messages, and possessing good phone etiquette and customer service skills.
• Knowledge of and experience in the agriculture industry.
• Willingness and ability to arrange, attend, and travel to evening and weekend meetings/events both in/out of town (must have valid driver license and access to reliable transportation for travel).
• Ability and willingness to do physical labor and work outdoors.

Physical Requirements & Working Conditions

• Ability to lift, carry, and/or otherwise move up to 30 pounds.
• Ability to conduct, attend, and travel to evening and weekend activities and meetings at job location, and other work sites out of town.

Degree Requirement
N/A: No degree requirement

Posting Information

FLSA Status
Overtime Eligible

Employee Category
Classified

Pay Range
$17.09 per hour

Type of Appointment
Fiscal Year

FTE

1

Full Time/Part Time
Full Time

Funding
This position is contingent upon the continuation of work and/or funding.

A visa sponsorship is available for the position listed in this vacancy.
No

Posting Date
08/16/2023

Closing Date

Open Until Filled
Yes

Special Instructions to Applicants

This is an off-campus location. Work site is in Challis, Idaho at the University of Idaho Extension Office in Custer County.

First consideration will be given to those who apply by August 31, 2023.

To be considered, your "Letter of Qualification" must address each of the required qualifications, including pertinent education or experience. In addition, to improve your ranking during the evaluation process, address as many of the Preferred Qualifications as possible. Information on resume will not be accepted as a substitute for submitting a Letter of Qualification.

Applicant Resources

Background Check Statement

Applicants who are selected as final possible candidates must be able to pass a criminal background check.

EEO Statement

The University of Idaho (U of I) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, U of I does not discriminate on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity/expression, disability, genetic information or status as any protected veteran or military status in its programs or activities, including employment, admissions and educational programs.