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Commissioners' Administrative Specialist/Scheduling Clerk

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Commissioners' Administrative Specialist/Scheduling Clerk

Salary

$20.70 Hourly

Location

Boise, ID

Job Type

Full-Time with Benefits

Job Number

02525

Department

Commissioners' Office

Opening Date

03/12/2025

Closing Date

3/26/2025 12:00 AM Mountain

• Description

• Benefits

General Summary

Ada County is an incredible place to work! We have more than 2000 employees dedicated to making our county a great place to live, work and play. This is a fantastic opportunity to join a dynamic and high functioning team.

We offer an exceptional benefits package which includes excellent medical, dental and vision insurance; generous vacation and sick leave accrual beginning as soon as you start; 11 paid holidays a year; participation in one of the Nation's best state retirement systems which includes 11.96% employer contribution; various savings plans including a deferred compensation 457(b) plan with up to 3% county match; 401K plan; paid parental leave; life insurance; wellness programs; ongoing training opportunities and career development. This generous Ada County Total Rewards package increases the base salary by approximately 40 percent.

Learn more about the Ada County Commissioners' Office by visiting their website. Ada County Commissioners' Office. (https://adacounty.id.gov/commissioners/)

Required: A current resume and cover letter must be submitted with your application to be considered for this job opportunity.

POSITION GENERAL SUMMARY

The Commissioners’ Administrative Specialist/Scheduling Clerk is the first point of contact with customers and visitors to the office. The position performs various office support functions, greets visitors to the office, answers a multi-line telephone, routes a high volume of calls and emails, answers routine questions, maintains the Commissioners’ shared and individual calendars, and makes conference and travel arrangements. Additionally, the Scheduling Clerk assists with clerical duties such as filing, typing, ordering office supplies, and performing other related work as assigned.

DISTINGUISHING FEATURES OF THE CLASS

This position is located in the Ada County Commissioners’ Office. The incumbent in this position performs a broad variety of moderately complex duties in a fast-paced environment, works under general supervision and acts under own initiative. The incumbent also performs a variety of key clerical functions that are recurring in nature and provides support to the office. This position must maintain a high level of confidentiality at all times.

Essential Functions

• Welcomes visitors to the Commissioners’ Office and answers questions regarding county services, programs and procedures;

• Operates a high volume, multi-line telephone, screens incoming calls, answers questions, takes messages or redirects calls as appropriate;

• Schedules and coordinates a variety of hearings, meetings and appointments;

• Maintains and updates the Commissioners’ joint and individual calendars;

• Maintains “tickler file” for Commissioners, ensuring that all required documentation and materials are available for meetings and conferences;

• Monitors, routes and tracks messages in Commissioners’ primary Outlook inbox;

• Processes Public Records Requests to comply with legal requirements;

• Sorts, reviews and distributes mail, and routes incoming mail for signature and review;

• Orders department office supplies and maintains supply inventory;

• Creates and/or processes purchase requisitions, payment vouchers and bank deposits, and provides receipts for monies received;

• Coordinates conference and travel arrangements, including registrations, flights, hotel accommodations, car rentals, per diem, and tracks cancellations and refunds when necessary;

• Composes routine correspondence, forms and reports;

• Proofreads minutes and other documents for accuracy, punctuation and spelling;

• Maintains office files and a variety of indexes, logs and other computer records;

• Explains hearing and meeting policies in response to requests from the public, attorneys and other officials and departments;

• Performs daily opening and closing of office tasks.

ADDITIONAL FUNCTIONS

• Acts as backup for Commissioners’ Hearings and Board of Equalization Clerks;

• Assists Office Manager and Chief Operating Officer with special projects as requested;

• Performs other related duties as assigned.

Job Requirements

• High school diploma or equivalent;

• At least 3 years of secretarial or clerical experience working in an office environment and operating a multi-line phone, or equivalent experience;

• Significant skills handling multiple calendars and processing emails in Microsoft Outlook;

• Must have strong grammar, spelling and punctuation and proofreading skills;

• Knowledge of telephone etiquette;

• Knowledge of English grammar and spelling;

• Knowledge of office practices, procedures, and equipment;

• Skill in communicating effectively with culturally diverse populations;

• Skill in the use of a personal computer with MS Office software;

• Ability to maintain confidentiality;

• Ability to accurately type documents and correspondence efficiently;

• Ability to process work in a timely and accurate manner following written and/or verbal instructions;

• Ability to review and proofread documents for accuracy and completeness;

• Ability to establish and maintain effective working relationships;

• Ability to work as a member of a team to accomplish goals.

OTHER REQUIREMENTS

• The incumbent is subject to a criminal records check and fingerprinting;

• May be required to occasionally attend an evening meeting or work beyond normal business hours;

• Must be deputized to serve as Clerk to the Board by the Ada County Clerk/Auditor/Recorder in order to make work actions effective; and

• Must be able to become a notary public.

Work Environment & Physical Demands

• Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions;

• May be required to lift up to 20 pounds;

• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.

DISCLAIMER:

To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran’s Preference for all County jobs except for those deemed “key positions” in accordance with Title 65, Chapter 5 of Idaho Code.

Ada County recognizes that employees are our most valuable asset. We are proud to offer a comprehensive benefits package to benefit-eligible employees designed to support the health, wellness and long-term financial stability of our employees and their families.

Healthcare:

• Low-cost medical, dental, vision premiums and deductibles

• Post-employment health savings account

Retirement and Investments Plans:

• PERSI retirement benefits

• 457(b) post or pre-tax investments options with up to 3% employer match

• 401(k)

Wellbeing Program:

• Employee Assistance Program for short-term counseling on work, family, finances, and personal concerns.

• Free ACHD Commuter ride vanpool program

• Free bus pass

Paid-leave:

• 11 paid holidays per year

• 8 weeks paid Parental Leave

• Approximately 96 hours of vacation accrual for full-time employee

• Approximately 96 hours of sick accrual for full-time employee

• 5 days paid bereavement leave

Life & Short-Term Disability Insurance

• Basic Life Insurance employer paid if benefit eligible

• Short Term Disability employer paid if benefit eligible

Optional Benefits:

• Pre-tax Flexible Spending Account and Dependent Care Account

• NCPERS Decreasing Term Life Insurance

• Supplemental Employee, Spouse, Child Life Insurance

• Supplemental Long-Term Disability Insurance

• AFLAC

Visit us at adacounty.id.gov/Human-Resources/Employee-Benefits to view details regarding our benefits package, including: paid leave, healthcare benefits, retirement benefits, and more!

Employer

Ada County

Department

Commissioners' Office

Address

200 W. Front St. Boise, Idaho, 83702

Website

www.adacounty.id.gov

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