Administrative Assistant 2 - DIR

Administrative Assistant 2 - Director

Dedicated to Strengthening the Health, Safety, and Independence of Idahoans

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

Are you an organized, proactive and detail-oriented professional who thrives on keeping things running smoothly? The Director's Office at the Department of Health and Welfare is seeking a dedicated full-time Administrative Assistant 2 at our downtown Boise location to join our Constituent Services team. This is a critical role that helps ensure the smooth daily operation of the office and provides essential communication between the department, constituents, and external stakeholders.

This position serves as the first point of contact for the Director's Office and is responsible for greeting visitors and answering the Director's office telephones, email, mail, and faxes. This includes managing inquiries from constituents and the Governor's Office. This role requires exceptional communication skills, discretion, and the ability to handle multiple priorities with professionalism. The successful candidate will work collaboratively with program staff to track and resolve inquiries and complaints. The position also provides backup support to co-workers who fulfill requests for public records.

This position is not eligible for telework.

Benefits :

Best Retirement Available in the Nation

The State of Idaho offers a robust total compensation and benefits package, including but not limited to :

• One of the Nation's best state retirement systems (PERSI) that offers a lifetime benefit at retirement.
• 11 paid holidays
• Paid sick and vacation that begins accruing on your first day of employment; can be used immediately after accruing (no waiting time)
• Paid parental leave
• Medical, vision, and dental insurance benefits that become effective first of the month following your hire date. All contributions can be pre-tax (full-time / 30+ hours per week)
• 2 voluntary supplemental retirement plans including both pre-tax and Roth options
• Deferred compensation plan
• Life insurance for self, spouse, and children
• Short and long-term disability insurance
• Flexible Spending Accounts (FSA)
• Wide variety of training opportunities
• Some positions offer flexible hours and / or telecommuting
• Additional perks and discounts available through medical provider
• Public Service Loan Forgiveness (PSLF) Eligibility
• Employee assistance program
• Additional information related to benefits and / or State programs can be found here.

Example of Duties :

Manage and respond to incoming phone calls, emails, mail, and faxes, ensuring clear communications and prompt responses.

Coordinate and manage meetings, schedules, and event planning.

Handle confidential information with discretion.

Serve as a liaison between executives, internal teams, and external stakeholders.

Assist with day-to-day support, special projects, and strategic initiatives as needed.

Manage, log, track, and route complaints and inquiries from constituents, the Director's Office online portal, and the Governor's Office.

Coordinate with program staff to ensure timely and appropriate responses to inquiries.

Provide backup support to process public records requests.

Coordinate inter-agency collaboration regarding complaints.

Prepare correspondence, data, and reports.

Minimum Qualifications :

You must possess all the minimum qualifications below to pass the exam for this position. Please make sure your resume or work history supports your meeting the minimum qualifications for this position. Failure to do this may disqualify you from being considered for this position. It is highly recommended to attach a one-page cover letter to your application to demonstrate how you meet the requirements below.

Good knowledge of office support functions including word processing, filing, composing a variety of business documents, and reception. Typically gained by at least one year of work experience performing complex secretarial, office administration, and public relations assignments such as coordinating administrative office functions, committees, special projects, and highly sensitive, confidential, and / or political issues; applying extensive knowledge of departmental programs & objectives; independently researching, compiling, and organizing materials for executives / manager's use in problem resolution. Preparing reports, handling complaints or resolving problems; composing correspondence for executive / manager on own initiative using word processing.

Good knowledge of researching, compiling, and summarizing data for reports. Typically requires at least one year of work experience that required that I independently research, compile, develop, and summarize material / data for reports on a frequent basis.

Experience interpreting, applying, and explaining complex information such as regulations, policies, or services. Typically gained by at least one year of work experience interpreting and explaining complex information such as policies, procedures, regulations, or laws. This experience included explaining discrepancies or having to explain to others how the information applied to their specific situations. Decision making was controlled by established guidelines and my work was reviewed regularly by a supervisor.

Experience coordinating activities requiring complex arrangements. Typically gained by at least one year of work experience coordinating complex arrangements for at least one major activity which included two or more responsibilities such as : travel, registration, accommodation negotiations, coordinating volunteers, audiovisual support, coordinating / selecting speakers, planning meals, designing forms, publicity, and entertainment.

Experience independently solving problems / performing liaison activities in a work setting. Typically gained by at least one year of work experience in a setting that requires problem solving and conflict resolution with dissatisfied individuals. This experience also required that I be involved in the decision-making process concerning solutions for these dissatisfied individuals.

Below is preferred experience. It is not required for the position but applicants with this experience may receive consideration over other applicants.

Excellent organizational skills and ability to manage multiple tasks or cases efficiently. Typically gained by direct experience coordinating files, schedules, or workflows in an office or customer service environment.

Clear and professional communication skills, both written and verbal, with experience summarizing information and coordinating across teams. Typically gained by roles that involve preparing meeting notes, sending correspondence, or working as a liaison between internal or external stakeholders.

Familiarity with HIPAA requirements and handling of protected health information (PHI). Typically gained by working in a healthcare environment, medical office, or records department where confidentiality and privacy practices are observed.

Learn About a Career with DHW

If you have questions, please contact us at :

Email is the quickest way to get an answer to your questions.

(answered Monday through Friday during business hours MST)

EMAIL : [email protected]

PHONE : (208) 334-0681

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.