Job Details

Salary: $19.29 - $22.90 Hourly
Location : Boise City Hall, ID
Job Type: Temporary - 9 Month
Job Number: 23 -07117
Department: Public Works
Division: Facility Services
Opening Date: 04/08/2025
Closing Date: 4/22/2025 12:00 PM Mountain

Summary Statement
Ready to take your administrative career to the next level? In this fast-paced, impactful role, you'll be at the heart of department operations-leading projects, supporting contracts and purchasing, coordinating meetings and events, and keeping things running smoothly behind the scenes. You'll also have the chance to mentor others, work across teams, and make a real difference every day. If you're organized, proactive, and thrive on variety, this is the perfect opportunity to shine.

Essential Functions

Handles complex issues and problems and refers only the most complex issues to higher-level staff. Is capable of performing all duties of an Administrative Assistant level I and II, and provides leadership, coaching, and/or mentoring to a subordinate group, as needed.

Provides comprehensive administrative support to the department or team, including online research, scheduling meetings and calendar support, and meeting preparation support, including agendas and minutes. Provides essential document creation, distribution, process tracking, and follow-up.

Provides advanced support for specialized department contracts using associated software and collaboration with financial teams and manages deadlines. Assists with entry of purchase order requests and provides process follow through. Serves as a resource for contract assistance inquiries. Provides procurement process support, including invoice processing and coding and tracking, inventory/supply management, vendor coordination, specialized contract support, and preparation of purchasing card receipts and transactions.

Supports event coordination and logistics needs. Conducts medium-complexity research projects. Facilitates effective communication within the team and with external stakeholders through email, phone, and in-person interactions. Performs primary front desk support and backup. Enters and maintains data in computer systems and performs data collection and research as required.

Collaborates within the department's records management operation, including facilitating the retrieval, filing and storage of information following best practices and quality control practices. Ensures all classification of official records, documents, and other media procedures meet applicable city, state, and federal legal requirements. Catalogs, scans, indexes, develops, and reviews many department documents. Participates in special records management projects.

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.
Requirements

Required Knowledge, Experience, And Training

• High school diploma or equivalent and
• 4 years of experience providing administrative support duties for a unit or functional group supporting business operations,
• or an equivalent combination of education and/or experience.

Knowledge of:

• computer usage including related software;
• general business office practices, procedures, and telephone etiquette;
• data collection and research techniques and methods;
• organization and department operations, services, and policies;
• applicable regulations and policies; and
• professional license requirements, CEU requirements, and state laws governing the licensing process.

Ability to:

• provide excellent customer service;
• analyze problems and develop solutions;
• gather, interpret, and disseminate data and other business-related information;
• consolidate information from various sources into a prescribed report format;
• interpret governing regulations, policies, and procedures;
• effectively explain departmental policies and procedures;
• communicate effectively in the English language at a level necessary for efficient job performance; and
• perform all essential functions as assigned by an authorized employee, supervisor, and/or manager with or without reasonable accommodation.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training

• Associate's degree and
• 5 years of experience providing clerical and/or administrative support in a technical or complex program or work environment.

Licensing And Other Requirements

• Valid state-issued driver's license
• Notary Public certification.
• First Aid and CPR certification.

Special Requirements
Applicants must be able to pass:

• City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
• Driving Record Check

Working Conditions

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts
While performing the duties of this job the employee is frequently lifting/carrying up to 10 pounds and occasionally lifting/carrying up to 35 pounds. The noise level is frequently moderate. Work includes sensory ability to talk, hear, smell and touch. Work in this position also includes close vision, distance vision, peripheral vision and depth perception. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, reach and grasp. Position requires hand/finger dexterity.

Working Environment
The work environment will include inside conditions. Employees will also drive a vehicle as part of this position. May periodically rotate work locations
Top talent deserves top-notch benefits. The City is among the best in the Treasure Valley when it comes to the benefits and perks we offer our employees.

Most positions are eligible for the general benefits listed here; firefighters, police officers, senior managers, command staff, and directors may be offered other benefit plans.

Healthcare:

• ZERO premium medical coverage option for you and your family
• Low-cost dental and vision options.
• Post-employment health savings account.

Retirement and Investment Plans:

• PERSI retirement benefits
• 401(k) or 457b pre-tax investment options with employer match.
• 457b Roth after-tax investment options with no match

WellBeing Program:

• Up to $500 cash per year for participants.
• Alternative transportation incentives.

Paid Leave - City employees receive generous paid leave:

• 10 hours of vacation per month, and this increases the longer you stay with the City
• 12 paid holidays every year
• 8 hours of sick leave per month
• 10 weeks Parental Leave

Life & Long Term Disability:

• Basic Life insurance at no cost to you
• Long Term Disability insurance at no cost to you

Other optional benefits:

• Pre-tax Flexible Spending Accounts
• Supplemental Life Insurance
• Supplemental Disability Insurance
• Tuition reimbursement
• Free local bus pass
• Corporate discount programs
• AFLAC
• Employee Assistance Program for short-term counseling on work, family, finances, and personal issues.

Please visit our website for further details
01

Have you worked with a Computerized Maintenance Management System (CMMS) or other asset management software?

• No
• Yes

02

If you answered yes, you have worked with a CMMS or other asset management software, please list which system(s) and what was your level of responsibility. If you answered no, enter N/A.
03

Have you coordinated facility-related services (e.g., janitorial, HVAC, carpet cleaning)?

• Yes
• No

04

If you answered yes, you have coordinated facility-related services, please describe the type of services and your responsibilities. If you answered no, enter N/A
05

Are you comfortable serving as a first point of contact for internal and external customers regarding facility services?

• No, I have limited or no experience in this area.
• Somewhat, I've supported customer interactions but was not the primary point of contact.
• Yes, I have served as the first point of contact and handled customer interactions regularly.

Required Question