Management Assistant

Information Technology Services - ITS

State of Idaho Opportunity

State of Idaho Employees: When searching for a new career within the state, browse and apply through Luma Opportunities. Applying through the State External Career website will cause duplicate profiles and will slow the processing of your application for a new job. Internal candidates should always use Luma Opportunities.

Summary:

The Office of Information Technology Services (ITS) is a team of dedicated professionals providing core technology and support services to agencies statewide, enabling state employees to better serve Idaho's citizens. We sincerely hope you will consider being a part of our success!

ITS is currently seeking a Management Assistant to join our team at our Chinden campus in Boise. As a Management Assistant you will directly provide a variety of essential executive-level management and broader agency support including handling sensitive or confidential matters and communicating with the public and officials. This position interfaces with the Governor’s Office, Idaho legislators, agency directors, lobbyists, vendors, and other internal and external customers.

The ideal candidate is experienced with researching, planning, organizing, implementing, and evaluating regulations, policies, and special projects. Excellent communication skills, professionalism, decision-making, and the ability to work with limited guidance while managing multiple deadlines and tasks, as part of a team, are extremely important.

This position resides at the ITS front desk and does not qualify for telework.

Please note: The successful candidates will be required to pass multiple, comprehensive fingerprint-based background checks specific to the agencies ITS supports.

Example of Duties:

• Support across entire agency, including Executive Leadership Team, and external customers and partners and others. Proactively coordinates executive calendars and meeting logistics, makes travel arrangements for meetings and conferences, and prepares itineraries. Manages, organizes and plans ITS agency and partner events.

• Note-taking, including familiarity with AI transcription tools in putting together agendas and meeting notes for executives and other leadership meetings, as requested.

• Analyzes information, identifies problems, defines alternatives, and develops recommendations in a variety of areas.

• Acts as a liaison between division administrator/key leadership and agency directors, elected officials, representatives, internal and external customers, and the public.

• Manage and support IT-related board members and board meetings with an understanding Idaho Open Meeting Law

• Manages and coordinates public notices, agendas, presentations, and meeting minutes for several boards.

• Independently researches, compiles, develops, and summarizes material for reports;

• Drafts memos and correspondences for agency leadership and others as needed

• Primary contact and facilitator for facility management and building maintenance.

Minimum Qualifications:

Experience:

• Interpreting and applying regulations or policies and procedures. Typically gained by one year of experience reviewing for compliance with laws, regulations or policies and procedures and explaining discrepancies or explaining to others how laws, regulations or policies apply to specific situations as a regular part of the job.

• Planning, organizing, implementing, and evaluating special projects. Typically, special projects are those that occur infrequently and require a significant effort on the part of the incumbent to accomplish these projects. Typically, this is a one-time occurrence with a limited duration. This endeavor would have little or no existing guidelines and may or may not have predetermined outcomes. The key is that it is single focused and outside the realm of regularly assigned activities.

• Independently researching, compiling, developing, and summarizing material for reports on a frequent or recurring basis. Typically gained by experience in a work, college or volunteer setting clearly showing how each of the four components listed was required. Developing comparative studies/reports or pulling together annual report information are examples of qualifying background.

• Analyzing information, identifying problems, defining alternatives, and developing recommendations for management/administrators. Typically gained by one year of work experience. Examples of what would typically qualify would be implementation of a new program or a change in current procedures where you did a needs analysis (analyze fiscal and physical impact on the department or organization), considered the different options and the timelines, and made recommendations to management.

Preferred Qualifications:

• Knowledge of Idaho Open Meeting Law and experience taking meeting minutes.

Applications will be accepted through 11:59 PM MST on the posting end date.

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.*

EEO/ADA/Veteran:

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 [email protected].

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