Applications will be accepted through 11:59 PM MST on the posting end date.
Put your attention to detail and communication skills to work in a high-impact role supporting the Idaho Industrial Commission as the Commission Secretary!
The Commission Secretary provides direct administrative support to the Commission and the Director. The Secretary liaises between the Commission and its various stakeholders and constituencies and is commonly the primary point of contact for the overall administration of the agency. The Commission Secretary also has responsibility for coordinating a response to inquiries made to the Commission by the Idaho Legislature, Governor’s office and other governmental entities. The Secretary assists the Commission in the adoption and amendment of its rules and performs such other tasks as may be assigned by the Industrial Commission.
A salary analysis will be performed on the selected candidate.
Job Responsibilities:
- Composes letters, correspondence, and memos for Director and Commissioners, and may occasionally perform legal secretarial functions to include transcription, filings, and other Commission specific legal procedures.
- Acts as a liaison between the Commission and external customers such as legislators, attorneys, and injured workers. Also acts as a liaison between the Commission and the Advisory Committee as follows:
Schedules and coordinates meetings, prepares documents, and participates in Commission and Advisory Committee meetings.
Arranges for catering, travel accommodations, and travel reimbursements for Advisory Committee meetings.
Notifies interested parties, internal and external, of meetings and agendas.
Composes and maintains all official Commission meeting minutes.
Administrative Assignments (Continued)
- Coordinates transcription services and transcribes legal documents for Commissioners as needed.
- Coordinates agency response to legislative inquiries and decisions relating to agency policies and procedures.
- Performs historical records research on rules, statutes, and Commission decisions to assist with projects and reports.
- Prepares documents relating to issues or questions of historical importance.
- Composes written responses to legislators, government officials, and constituent inquiries. Composes responses to complaints for the Director's or Commissioner's signature and answers inquiries and complaints by phone.
- Provides back up to the Adjudication Supervisor in processing case documents in the IRIS case management system, including Lump Sum Settlement Agreements, Commission Decisions, Idaho Department of Labor (IDOL) appeals, and other Commission actions. Ensures documents are accurately entered, finalized, distributed to appropriate parties, and maintained in accordance with Commission procedures.
- Responsible for air travel arrangements for Commissioners, Director and other staff as needed. Regularly handles hotel and rental car reservations; conference registrations and fees for Commissioners, Director, and occasionally for other staff.
- Completes and submits training request and travel reimbursement forms for Commissioners and Director.
- Completes purchase requests for miscellaneous costs, fees, and general supplies.
- Responsible for the state purchasing card and reconciliation of purchases at month end.
- Maintains historical records, including annual reports and other documents that have historical significance to the Commission.
- Types executive sensitive, confidential letters and memos on behalf of the Commissioners or the Director.
- Notifies internal staff of surety changes of adjuster.
- Confirms requests to write workers’ compensation insurance policies approval and revocation authorization dates and obtains Commissioner signatures for the Fiscal Department for disbursement.
- Provides administrative and legal support to the Commissioners in adjudicative matters by preparing and coordinating Orders to Show Cause, Lump Sum Settlement hearings, and other Commission proceedings. Prepares legal documents, manages case-related correspondence, coordinates hearing logistics, and ensures matters are processed in accordance with Commission procedures and statutory requirements.
Minimum Qualifications
- Good knowledge of: Computer applications; office support functions including word processing and spreadsheets; filing; composing a variety of business documents; proper language and punctuation; legal terminology; medical terminology; organizational awareness; teamwork; and researching, compiling, and summarizing data for reports.
This is typically gained by a bachelor's degree or higher in Public Administration or other related field OR 4 upper division courses in a related subject area and 4 years mid-level work experience in the public sector, law firm, or related field. We will accept a combination of course work and experience that represents a similar knowledge level.
- Experience: Public relations; interpreting, applying and explaining complex information such as regulations, policies, or services; composing official correspondence, reports, and other complex documents; using dictation/transcription equipment; digital transcription; taking minutes; providing administrative support to an administrator, director, or senior staff member(s); coordinating events; independently solving problems/performing liaison activities in a work setting; coordinating activities requiring complex arrangements; using Microsoft Excel to compile and analyze data; and using Microsoft Word at the advanced level.
This is typically gained by 4 or more years of experience providing executive level administrative support or work experience demonstrating the candidate's capability to complete the listed tasks.
- Ability to type at the rate of 60 words per minute.
Desirable Qualifications
- Some knowledge of the State of Idaho rule making and legislative process.
- Some knowledge of the Industrial Commission and its administrative and judicial responsibilities.
This position has great benefits including:
- Participation in one of the Nation's best state retirement systems: PERSI
- An opportunity for Student Loan Forgiveness
- 11 paid holidays a year
- Paid parental leave
- Excellent Medical, Dental, and Vision plans
- Sick and vacation leave that accrue as soon as you start
- Optional 401K and 457 Investment Options
- Basic life insurance for employee and family
- Wellness programs
- Training opportunities
EEO/ADA/Veteran
The State of Idaho is committed to providing equal employment opportunities and prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibits 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 accommodation 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.
