Administrative Assistant 1

Idaho Division of Human Resources - Boise, ID3.6

Commission
This position performs a wide variety of secretarial functions to provide technical and clerical support for the Education department of the Real Estate Commission. The position is responsible for: reviewing and processing provider and instructor applications; determining and explaining compliance with laws, rules, regulations and policies; maintaining a computerized record system; and monitoring compliance with certification requirements. Assists course developers in submitting course materials that are in compliance with the Idaho Real Estate License Law and Rules. Employees in this classification are typically delegated the authority to coordinate non-routine secretarial and clerical activities.

Responsibilities Include:

Develop curriculum and assessments for Commission-developed courses:
  • Collect and evaluate final exam item statistics
  • Editing and formatting of Commission developed courses
Oversee the Commission’s certification program for courses, instructors, and providers:
  • Assist course providers and others in preparing applications for course certifications
  • Conduct interviews of course attendees to obtain evaluations of the curriculum, instructor, and provider to determine suitability for recertification
  • Maintain provider handbook and Education & Certificate Policy
  • Scan course, provider and instructor applications; process applications
  • Compile and scan commission-developed course evaluations; send copy of evaluations to school directors and compiled evaluations to instructors
Perform support duties for education program:
  • Perform initial review of new and renewing course certification applications for completeness and compliance with the license law and commission policies and procedures
  • Process course decision letters
  • Scan courses into Laserfiche
  • Act as liaison with CE providers for technical support (loading CE rosters for credit)
  • Process registrations for Provider Training sessions
  • Post course completion lists to licensing records for provider training, commission meetings, and instructor development workshops
Assist in planning, organizing and managing the Instructor Development Workshop:
  • Arrange and schedule meeting location and detailed logistics
  • Plan and coordinate workshop details with event center
  • Assist with contracts and travel plans for presenters
  • Design, arrange for printing, and distribute informational workshop flyers
  • Prepare and organize workshop materials
  • Reconcile event center billing and submit to accounting for payment
Minimum Qualifications:
  • Good knowledge of office support functions including word processing, filing, composition of business documents, reception/customer service, gathering and compilation of complex data, and balancing/coordinating workload for multiple projects
  • Ability to keyboard/type at the rate of 50 net wpm or more
Desired Qualifications:
  • Experience interpreting, applying, and explaining laws, rules, policies, and procedures
  • Experience evaluating and processing applications & forms
  • At least one (1) year of work experience where a major responsibility of the job was collecting and organizing data and managing a data base
  • Microsoft Word (Advanced Level): Experience in all of the following areas is required: (a) creating mass mailings using mail merge functions with Excel, Access, and Word data; (b) creating documents using columns and tables to display text and data; (c) experience creating and using documents that requires changes be tracked and commented and that incorporate graphics, tables and charts; (d) experience converting or transferring data from different software programs; AND (e) experience creating and running macros
  • At least one (1) year of experience where using desktop publishing or related software for layout, formatting, and design of documents was a major responsibility of the job
  • Experience aiding an executive, administrator, and/or manager by interpreting, applying and explaining complex information such as regulation, policies or services


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.