Administrative Assistant 2

“Serving consumers and agriculture by safeguarding the public, plants, animals and the environment through education and regulation.”

ISDA is currently recruiting for an Administrative Assistant 2 shared between our Animal Industries Division and the Director’s Office.

Typical Duties Include:

Director’s Office Duties:

• Provide administrative support to the Director’s Office staff (Director, Deputy Director, and Chief of Staff) which entails typing correspondence, assembling reports, conducting research, compiling information for speeches and conferences, drafting speeches, preparing presentations, making travel arrangements, scheduling calendars, writing letters and articles, proofreading and editing correspondence, and any other tasks assigned.
  
• Compile data for budget preparation.
  
• Process Director’s Office staff expenditures and p-cards.
  
• Coordinate the purchase of supplies, equipment, and services for the Director’s Office staff.
  
• Manage procurement of equipment and supplies.
  
• Maintain record of inventory and records inventory.
  
• Create itinerary binders with details for all trips, conferences, and meetings.
  
• Record, transcribe, distribute, and maintain records and minutes of meetings and hearings.
  
• Coordinate conference calls or take notes when others cannot listen in.
  
• Process or prepare advisory committee correspondence.
  
• Coordinate events with external agencies (EPA Ag Forum, etc.).
• Maintain portions of the agency website.
• Maintain official Director’s Office correspondence files.
• File for Director, Chief of Staff, and Deputy Director as needed.
• Distribute Director, Deputy Director, and Chief of Staff mail.
• Answer phones and direct incoming calls throughout the agency.
• Monitor visitor traffic into agency building.

Range Program Duties:

• Assist range program manager and range program specialists with data and photo requests as part of the statewide cooperative photo monitoring program.
• Assist with editing and revising rangeland program reviews and outreach documents.
• Utilize a digital monitoring software program to prepare reports, maintain data electronically, and maintain the hard-copy rangeland program documents.
• Utilize independent judgment and discretion as to the methods and procedures used to complete assignments.
• Conduct involved searches which may require accessing and selecting multiple information sources or contact with clients or outside sources to obtain information.
• Perform specialized work that involves an in-depth knowledge of the program.
• Review, evaluate, and process records and/or documents.
• Determine acceptability or conformance to eligibility requirements according to rules, regulations, statutes, and program procedures.
• Manipulate and update manual and/or computerized record systems and develop reports.

Both:

• Assist with other program duties as assigned.

Minimum Qualifications: These qualifications are mandatory requirements.

• Good knowledge of office support functions including word processing; filing; composing a variety of business documents; reception; and researching, compiling, and summarizing data for reports.
  
• Experience interpreting, applying and explaining complex information such as regulations, policies or services; independently solving problems/performing liaison activities in a work setting; coordinating activities requiring complex arrangements.
  

Specialty Qualifications: These qualifications are mandatory requirements for this position.

• Experience taking minutes following established standards on a frequent or reoccurring basis.
• Experience designing manual and computer record management systems/filing systems at a level which required needs analysis.
• Experience composing official correspondence, reports, research papers and other complex documents for an administrator, director, or member of senior staff.
• Some knowledge of state and local government organization structure, functions, and decision-making processes to include public policy development, state’s rulemaking and legislative processes.
• Experience with Microsoft Word in the following areas: creating mass mailings; creating documents using columns and tables; creating and using documents that require change be tracked and commented and that incorporate graphics, tables, and charts; experience converting or transferring data from different software programs; and creating and running macros.
• Experience using spreadsheet software such as Microsoft Excel to create and modify electronic worksheets and design and print graphs. Includes complex data analysis using tools such as Pivot tables.
• Experience which required use of presentation software such as Microsoft Publisher and PowerPoint.

Temporary appointments from this announcement, serving at least one thousand forty (1,040) hours of continuous service, may be hired as an entrance probationary employee without further examination for the same classification and location as announced.

Examination:

Part 1 – Minimum Qualifications (Pass/Fail). Part 2 – Multiple-Choice Written Exam (100%). If you meet the minimum qualifications as shown in Part 1, you will receive a Pass score and can then take Part 2 (the online written examination). You must receive a Pass on Part 1 and a minimum score of 60 on Part 2 in order to be put on the register for these positions. Both Part 1 and Part 2 must be completed by the closing date of this announcement. Notification of your test results will be available online once you have completed each part of the exam.

To preview the minimum qualifications screening exam (Part 1), click on the “Preview Exam” link below ( you will not be able to answer the questions from this screen ). If you wish to proceed, click on any Apply Online button and follow the instructions provided.

The multiple-choice written examination (Part 2) for this position can only be taken once every three months. Once you apply and take the exam, you can reapply when your score expires. At that time you will need to retake the written examination.

Please do not attempt to take the exam using a phone or tablet, as those devices are not currently supported.

This is a timed exam. You will have 60 minutes to complete this exam. It is recommended that you do not start this exam if there is a chance you will be interrupted. Once you hit the start exam button, your time will continue to count down until your 60 minutes is up. If you do not complete the exam within the 60 minutes, you will have to wait until your three months is up before you can take the exam again.