OFFICE SPECIALIST 2

Idaho Department of Lands

The Idaho Department of Lands (IDL) is seeking a full-time Office Specialist 2. This position will be located at the Idaho Falls Office in Idaho Falls, ID.


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


Description

The Office Specialist position is responsible for assisting the Administrative Assistant and office staff with all non-resource specific administrative duties and any duties specifically assigned within the Eastern Supervisory Area Idaho Falls Office.

Key Responsibilities:

CUSTOMER SERVICE:

• Greet and direct visitors to appropriate area staff member.
• Answer routine questions and provide informational materials as requested.
• Answer incoming phone calls, ask appropriate questions to determine customer's needs, and route calls to appropriate staff members or Area office.
• Make travel arrangement for Eastern Area staff.

FISCAL RELATED ACTIVITIES:

• Review and date stamp all office bills and code for payment when AA is unavailable.
• Forward all invoices and receipts to the AA for payment processing.
• Review P-Card transactions and ensure correct documentation is uploaded at the verifier level.
• Notify AA when transmittals are ready for Level 1 approval.
• Enter time coding for self and assist employees when needed by close of business on last day of pay period.
• Maintain appropriate knowledge level needed to accurately answer employee questions related to payroll.
• Prepare all bank deposits as required by policy, and review check log and drop to fiscal SharePoint folder.
• Process any credit card or debit card transaction as required by policy.
• Assist and process travel vouchers for Eastern Area staff.

GENERAL OFFICE SUPPORT:

• Compose correspondence; create, review, and process documents and records as requested or provided by policy.
• Assist Area staff when requested with document development (letters, reports, e-mails, etc.), review and suggest appropriate corrections prior to mailing.
• Organize files, purge files, and file current documents.
• Organize and recreate Eastern Office filing template and digital file log.
• Maintain digital vehicle files for both Eastern Area offices.
• Order and maintain stock of office and janitorial supplies.
• Prepare and log all outgoing mail and process incoming mail.
• Move digital mail from Area 51 SharePoint/Teams sites to L&W SharePoint site.

PERMITTING:

• Issue firewood permits
• Assist customers requesting burn permits, and issue permits when requested by a customer

Minimum Qualifications:

• Good knowledge of rules of effective business English usage, spelling, punctuation, and grammar.
• Experience: using alphabetical, numerical, or subject filing systems to include determining file names, setting up new files, classifying, labeling, filing, and retrieving; reviewing documents for compliance with established procedures; using a computer to enter and retrieve information; answering a business telephone using knowledge of business telephone procedures and etiquette.

Nature and Scope

Incumbents in this class perform a wide range of office support functions using independent judgment in applying existing policies and procedures to complete assignments. This involves knowledge of multiple procedures and program guidelines to make decisions. Decisions cover a variety of tasks. Incumbents respond to non-routine inquiries and explain department services, policies, procedures, and rationale for decisions to customers. Incumbents typically utilize a variety of computer operations to complete daily assignments. Incumbents may perform office support or secretarial duties such as composing correspondence; creating, reviewing, and processing documents and records; identifying and correcting errors and omissions on documents received from staff, departments and/or public; and maintaining records. They may schedule appointments or services and make meeting and travel arrangements.


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

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 View phone number on click.appcast.io (TTY/TTD: 711), or email View email address on click.appcast.io.

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

About the Idaho Department of Lands:

Become part of an organization where you will work with dedicated people who are committed and skilled in managing and protecting Idaho's natural resources.


The Idaho Department of Lands (IDL) believes in its employees and values stewardship, service, accountability and cohesiveness. Our goals emphasize our people and processes, financial stewardship, and customer focus. We strive for a culture in which leadership equips, entrusts and expects employees to make decisions in fulfillment of our mission. View our Strategic Plan here.


Under the direction of the Idaho State Board of Land Commissioners, IDL manages more than 2.5 million acres of state endowment trust land under a constitutional mandate to produce maximum long-term financial returns for public schools and several other State of Idaho institutions. Leases and other contracts are used to authorize revenue generating activities such as timber harvest, grazing, farming, mining, commercial use, residential use, and conservation in a prudent and sustainable manner.

Managing endowment trust lands is only part of our story. We also protect public resources such as water quality, fish, wildlife habitat, and recreation on navigable waterways, and ensure the protection of water quality and other resources by overseeing forestry and mining practices across all ownerships in the state. We also work to reclaim abandoned mines in Idaho. One of our most important resource protection responsibilities is fire prevention and suppression. We also aid landowners in managing their forest lands, work with communities to plant trees in urban settings, help keep working forests working through the Forest Legacy Program, and work with many partners to promote healthy forests on a landscape level. IDL also is the administrative arm of the Idaho Oil and Gas Conservation Commission.