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People Making
A Difference!

State Government

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Boise State University

1910 University Dr.
Boise, ID


If you have questions,
please contact us at:

(208) 426-1553 


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Technical Records Specialist 1

Boise State University

Open for Recruitment: January 12, 2018 - January 26, 2018
Announcement # 01104083911
Salary Range: $12.05 - $13.25 per hour -Plus Competitive Benefits!

Location(s): Boise

Boise State University

Housing & Residence Life


Housing and Residence Life is committed to recruiting, hiring, and retaining diverse staff and faculty whose backgrounds and identities fulfill the needs of Boise State students.

Position Overview:

This position provide a variety of administrative support to both the Housing and Residence Life - Guest & Conference Program (summer conferences, short term faculty/staff housing, facility reservations, conference registration) and our Housing and Residence Life - Student Conduct (administration, assessment,programming, and restorative justice) units. This position requires in-depth knowledge of departmental programs, services, and technical programs. The incumbent maintains records, transactions, and data integrity in our varying management software programs. This position acts as a central point of contact between Guest & Conference Housing, Student Conduct, and our internal/external customers and clients.

Essential Duties & Responsibilities:

Database & Record Management:

  • Create, maintain, track, and update conference reservations for clients – including updating records,collecting contracts, ensuring compliance with university policies, booking housing, meals/catering,parking, meeting space, recreation space, and other campus facilities/equipment.
  • Run and analyze reports from Conference Programmer, Advocate (student conduct database), and other technical programs (such as occupancy, daily usage, master conference data, etc.).
  • Assist with data entry and special projects in Advocate’s student conduct software.
  • Process, monitor, and create reports including sensitive material utilizing the Advocate student conduct software.

Internal & External Customer Relations:

  • Work with Guest & Conference Housing staff to ensure reservations are fully implemented.
  • Communicate with internal and external stakeholders, clients, and students on a regular basis.
  • Assist in the development of regular newsletters, website information, and social media postings.
  • Conducts lease signings with clients.
  • Manage verbal communication of a sensitive nature with students, staff, faculty, and parents in regards to the student conduct process and in line with FERPA guidelines.
  • Meet with students who may be going through the conflict mediation services process to prepare and mediate any concerns.
  • Daily communication with the Office of the Dean of Students as it relates to students of concern participating in either the student conduct, restorative justice, and/or CARE programs.

Fiscal Record Keeping:

  • Monitors the delivery/return of the appropriate deposits and payments.
  • Enter billable charges for other services/facilities in conference programmer on an as needed basis to allow for a timely billing turnaround.
  • Reconciles final invoices, IDCs, and monthly financial statements with conference programmer and other documents.
  • Track payments, deposits, and refunds for clients.
  • Create, update, and maintain comprehensive conference and accounting data synopsis on a regular basis.

Summer Conference Personnel Coordination:

  • Create, update, and maintain weekly student staff work schedule based on area needs.
  • Develop and maintain summer conference staff on-call calendar.
  • Assist with student & graduate intern recruitment – processing applications, scheduling interviews, verifying data, sending correspondence, etc.
  • Complete the appropriate hiring and separation paperwork and staff records in conjunction with the Housing and Residence Life Business Office.
  • Approve bi-weekly student custodian and summer staff payroll – compare with scheduling program and PeopleSoft – research and resolve any discrepancies.

Office Administration and Resource Coordination:

  • Inventory, maintain, and order office, desk, and other supplies for Guest & Conference Housing, Student Conduct and Case Management, and the classrooms.
  • Other office duties (answer phones, email, filing, scheduling appointments)
  • Facilitate the scheduling and coordination of student conduct, perform in-take meetings and provide conflict mediation services, and restorative justice meetings.
  • Book appropriate rental furnishings with vendor and coordinate delivery, set up, and pick up.
  • Perform annual market analysis as part of the summer conferences annual rate proposal process.

Minimum Qualifications:


  • Monitoring a records system to identify and correct errors
  • Researching a variety of sources to resolve problems
  • Interpreting, explaining and applying regulations, laws, or complex policies to carry out assignments
  • Entering and retrieving data using a computerized records system

Preferred Qualifications:

  • Proficient in Microsoft Office (Word, Excel), Google (Email, Sites, Documents)
  • Experience working through complex and sensitive situations related to behavior and/or policy enforcement
  • Ability to quickly manipulate data and create reports
  • Experience and proficient use with databases, record management, and record keeping
  • Knowledge of bookkeeping and accounting principles
  • Experience with office management tools such as filing, office equipment
  • Initiative and ability to make decisions and implement solutions
  • Ability to work independently and within a team
  • Good communication skills and ability to compose correspondence and other verbal/written forms of communication
  • Not required but preferred: fluency in two or more languages.


A minimum rating of 5 is required to be eligible for consideration. Notification of your test results will be available online once you have completed each part of the exam.

To preview the exam, 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. 

How to Apply:

Click on any Apply Online button and follow the instructions provided to complete the Application Checklist, the minimum qualifications screening exam.

When completing your online application information, please select:

  • BoiseState University under "Agencies"
  • Full Time under "Job Type/Shift"
  • Boise under "Cities"

When updating your online application information, complete/update all items in the Application Checklist. (This includes: Personal Information, Education, Work History, Cities, Agencies and Job type.) Without this information your name cannot be referred to the hiring Agency.


The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) requires all colleges and universities that participate in federal financial aid programs to keep and disclose information about crime on and near their campuses to all job applicants. Click here to read the Boise State University Safety Report.

Background Investigations – Any offer of employment at Boise State University will be contingent upon the successful completion of a background investigation. To view the University’s full Background Investigations policy, please click here

Thank you for your interest in employment with
Boise State University!


Preview Exam

At the discretion of the appointing authority, compensatory time off may be provided in lieu of overtime cash compensation.

Hiring is done without regard to race, color, religion, national origin, sex, age or disability. In addition, preference may be given to veterans who qualify under state and federal laws and regulations. If you need special accommodations to satisfy testing requirements, please contact the Division of Human Resources.