Special Assistant to the Secretary of State

Posting Begin Date: 2024/05/03

Posting End Date: 2024/05/20

Category: Administration

Sub Category: Administrative Assistant

Work Type: Full Time

Location: Boise, ID, United States

Minimum Salary: 28.00

Maximum Salary: 32.00

Pay Rate Type: Hourly

Description

Applications will be accepted through 4:59 PM MST on the posting end date.

About

The Idaho Secretary of State’s Office works every day to serve the people of Idaho by building trust in government. From safeguarding transparent and secure elections to managing business filings, the Secretary of State’s Office is key to ensuring many aspects of government run smoothly in Idaho. The Secretary of State's Office has a team of dedicated professionals focused on providing excellent service to the people of Idaho while fostering a culture of support and engagement for its employees.  

Description

The primary purpose of this position is to assist the Secretary of State in maximizing the Secretar y’ s ability to fulfill this important role . The position p erforms a wide variety of duties ranging from office management and administrative responsibilities to traveling with the Secretary to prov ide support at events . The special assistant contributes t o effective relations with f ederal, s tate, t ribal , and l ocal officials, members of surrounding communities , and the public whose interests and activities bring them in contact with the office of the Secretary of State . The position requires the incumbent to utilize effective public relations and liaison skills. The special assistant functions with considerable independence and exercises judgment in applying policies and procedures. The position also acts with the highest level of discretion and protects the confidentiality of sensitive and classified information encountered in the course of the work.

Responsibilities

• Serves as the point of contact for the Secretary of State among state officials, agencies, and the public .

• Manages the information flow in a timely and accurate manner .

• Screens, redirects, or handles emails and phone calls to the Secretary as appropriate .

• Manages the Secretary of State’s calendar, schedules appointments, and makes travel arrangements.

• Ensures the Secretary is on time and prepared for all meetings throughout the day.

• M anage s short-term and long-term calendars of events and activities for the Special Leadership team.

• Helps plan and coordinate conferences, events , and meetings hosted by the office, including preparing agendas, arranging logistics , and taking minutes .

• Travels w ith the Secretary to events and provides support and coordination to ensure appropriate preparations are made and th at the Secretary remains on schedule.

• Coordinates with relevant office staff to establish designated attendees/speakers to fulfill event requests .

• Receives visiting dignitaries and performs related duties as directed .

• Perform s key office support functions such as correspondence, ordering supplies , processing payments and reimbursements, filing, and record keeping. Assists the Chief Deputy in tracking office workflow and projects within the Secretary of State’s office.

  Additional Functions

• Contributes to the positive performance of the Office of the Secretary of State.

• Demonstrates timely and consistent attendance.

• Any additional duties as assigned by the Secretary of State or designee.

  Minimum Qualifications

• Exceptional attention to detail .

• Prior customer service and or support experience.

• Excel lent Microsoft Office knowledge and skills.

• Experience independently solving problems and performing liaison activities in a work setting; coordinating activities requiring complex arrangements. 

• Outstanding organizational and time management skills.

• Ability to p lan, organize , and prioritize projects/tasks. Ability to plan and coordinate meetings and schedules with multiple parties and competing schedules .

• Excellent verbal and written communication skills.

• Ability to handle highly sensitive , confidential, and political issues with discretion and confidentiality.

• Ability to c ompose correspondence for the Secretary of State leadership team on own initiative or from general instructions .

Please submit:

• Current resume, and

• Cover letter detailing your qualifications and interest in the position with your application.

NOTICE: Employment will be contingent upon applicant successfully passing a criminal background investigation.

Questions? Contact us at: [email protected].

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, please visithttps://dhr.idaho.gov/information-for-state-employees/.

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.