DEDICATED TO STRENGTHENING THE HEALTH, SAFETY, AND INDEPENDENCE OF IDAHOANS
***THIS ANNOUNCEMENT WILL BE OPEN UNTIL FILLED. APPLICANTS ARE ENCOURAGED TO APPLY AS SOON AS POSSIBLE TO BE CONSIDERED.
Join the Department of Health and Welfare’s Application & Data Services (ADS) division in a role that helps keep the business side of technology running effectively. The Administrative Support Manager oversees and coordinates administrative and operational support services across ADS, including budgeting and financial management, procurement, contracts, software licensing, personnel coordination, and other division operations.
This position supervises the Business Operations Specialist and works closely with ADS management, Human Resources, Finance, state partners, vendors, and contractors to ensure administrative processes are timely, accurate, compliant, and responsive to division needs. The role also provides analysis and recommendations to management and helps develop consistent processes that support effective operations across the division.
This is an opportunity for an experienced administrative professional to apply strong financial, organizational, and problem-solving skills in a technology-focused environment. The work of this position helps ensure ADS has the resources, contracts, licenses, personnel support, and operational processes necessary to maintain critical applications and data services that support DHW programs and the citizens of Idaho. This position is located in our downtown Boise office.
This position may be eligible for limited telework after successful completion of probation and necessary training. Approval to telecommute is not guaranteed and subject to termination at any time.
BENEFITS:
The State of Idaho offers a robust total compensation and benefits package, including but not limited to:
- We have one of the Nation's best state retirement systems (PERSI) that offers a lifetime benefit at retirement.
- 11 paid holidays
- Paid sick and vacation that begins accruing on your first day of employment; can be used immediately after accruing (no waiting time)
- Paid parental leave
- Medical, vision, and dental insurance benefits that become effective first of the month following your hire date. All contributions can be pre-tax (full-time/30+ hours per week)
- 2 voluntary supplemental retirement plans including both pre-tax and Roth options
- Deferred compensation plan
- Life insurance for self, spouse, and children
- Short and long-term disability insurance
- Flexible Spending Accounts (FSA)
- Wide variety of training opportunities
- Some positions offer flexible hours and/or telecommuting
- Additional perks and discounts available through medical provider
- Public Service Loan Forgiveness (PSLF) Eligibility
- Employee assistance program
Additional information related to benefits and/or State programs can be found here: https://dhr.idaho.gov/StateEmployees/Benefits.html.*
EXAMPLE OF DUTIES:
- Coordinate development, monitoring, forecasting, and reporting for the ADS operating budget.
- Monitor expenditure and financial activity and provide analysis and recommendations to management.
- Coordinate procurement activities, purchasing processes, and related documentation.
- Oversee contract administration, vendor coordination, contractor relationships, and contract deliverables.
- Manage software licensing inventories, renewals, and related compliance activities.
- Coordinate recruitment, onboarding, offboarding, and other personnel actions in partnership with Human Resources.
- Supervise the Business Operations Specialist, including work assignment, performance management, coaching, and development.
- Develop and maintain administrative policies, procedures, workflows, and internal controls.
- Coordinate administrative and operational support activities across ADS and resolve complex operational issues.
- Provide consultation, analysis, and recommendations to ADS management regarding financial, personnel, contractual, and administrative matters.
MINIMUM QUALIFICATIONS:
You must possess all the minimum qualifications below to pass the exam for this position. Please make sure your resume or work history supports your meeting the minimum qualifications for this position. Failure to do this may disqualify you from being considered for this position. It is highly recommended to attach a one-page cover letter to your application to demonstrate how you meet the requirements below.
- Good knowledge of management practices. Typically gained by an associates degree, or completion of at least 4 upper division college courses, in business administration, public administration, or other closely related field that included all the essential elements of management (planning, organizing, leading, and controlling); OR one year of work experience in a job situation with responsibility for all the essential elements of management.
- Experience supervising staff. Typically gained by at least one year of experience supervising where you were responsible for interviewing and selecting staff, providing work direction and training, evaluating performance, and generating employer problem solving solutions.
- Experience analyzing operational, management, or administrative problems to identify alternatives and implement solutions. Typically gained by approximately two years of experience conducting studies or projects or serving on teams to analyze operational, management, or administrative problems and recommending solutions. Types of studies/projects would include issues involving staffing, overtime, budget, contracts, etc.
- Experience allocating resources in a department or business environment. Typically gained by two years of experience allocating resources (material, financial, or staff) within a department or business. Describe the process you used to identify business needs in these areas, to identify appropriate resources available to meet those needs, and to appropriate the resources and to evaluate the outcome.
- Experience interpreting and applying laws, regulations and policies affecting department or business operations. Typically gained by two years of work experience reviewing business operations for compliance with laws and procedures or interpreting to others how laws and regulations (and policies and procedures) apply to specific situations at a department or business operations level.
- Experience preparing and making presentations to groups. Typically gained by two years of experience researching, compiling, and organizing information in order to make oral presentations about the information to groups in a business setting; topics may be informational, technical, or behavioral. You must have experience with at least two different presentations.
Below is preferred experience. It is not required for the position but applicants with this experience may receive consideration over other applicants.
- Experience with budget development, financial monitoring, forecasting, and reporting. Typically gained by at least three years of professional experience performing financial or budget administration.
- Experience with procurement, contract administration, vendor management, or software licensing. Typically gained by at least three years of professional experience coordinating or managing procurement, contracts, vendors, or licensing activities.
- Experience coordinating human resources or personnel processes, including recruitment, onboarding, offboarding, or personnel actions. Typically gained by at least two years of professional experience performing or coordinating personnel administration.
- Experience supervising professional or administrative staff. Typically gained by at least two years of experience assigning and reviewing work, evaluating performance, coaching employees, or performing other formal supervisory responsibilities.
- Experience managing administrative or business operations in an information technology or similarly complex organizational environment. Typically gained by at least three years of professional experience coordinating multiple administrative or operational support functions
Learn About a Career with DHW
If relocating to Idaho, the Department of Health & Welfare does not reimburse the cost of relocating and the department does not sponsor anyone with a work visa.
***PLEASE NOTE: application assistance is not available after the business hours listed below, on the weekends, or on holidays and you must apply before 11:59 pm on the closing date. When applying, use CHROME as your browser to avoid complications.
If you have questions, please contact us at:
Email is the quickest way to get an answer to your questions.
(answered Monday through Friday during business hours MST)
EMAIL: [email protected]
PHONE: (208) 334-0681
EEO/ADA/Veteran:
The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit 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 accommodations 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.
