Department of Agriculture
P.O. Box 790, 2270 Old Penitentiary Road
WEBSITE:If you have questions,
please contact us at:
Administrative Assistant 2
Open for Recruitment: April 13, 2017 - April 27, 2017
Announcement # 01231084989
$15.95 per hour
-Plus Competitive Benefits!
"Serving consumers and agriculture by safeguarding the public, plants, animals and the environment through education and regulation."
ISDA is currently hiring an Administrative Assistant 2 in our Agricultural Resources Division.
Typical Duties Include:
Maintain official records related to executive meetings, hearings, correspondence, policies, and procedures.
Take/record minutes of meetings and assure proper distribution.
Format/type a variety of sensitive, confidential, and official letters and documents, policies, procedures, and reports.
Maintain a calendar of events/activities.
Schedule appointments and ensure related material is available and/or brief the Administrator.
Screen visitors and phone calls and answer inquiries based on knowledge of policies and procedures.
Explain Department regulations, policies, and procedures.
Develop and maintain executive record system to catalog and store documentation, such as for record retention.
Use database software to store, retrieve, compile, or analyze data.
Create and maintain electronic forms through Adobe Acrobat software for use by field staff.
Assist with the maintenance of Division web pages.
Keep track of due dates and assist staff to meet deadlines.
Reconcile accounts, billings, p-card reconciliations, and prepare summary reports.
Approve or assist with purchases of supplies, equipment, services, and division expenditures.
Review grant work activities and assure it is accurate and timely.
Compile monthly and quarterly vehicle maintenance reports and keep updated lists of all assigned vehicles.
Track staff activities and distribute daily emails regarding those activities.
Sort and distribute division mail and enter checks in either the licensing or registration program.
Coordinate Public Records Request responses for the division.
Fulfill responsibilities of an ISDA employee as outlined in the Department's Risk Management/Safety Policy.
Minimum Qualifications: These qualifications are mandatory requirements
Good knowledge of office support functions including word processing; filing; composing a variety of business documents; reception; and researching, compiling, and summarizing data for reports.
Experience interpreting, applying and explaining complex information such as regulations, policies or services; independently solving problems/performing liaison activities in a work setting; coordinating activities requiring complex arrangements.
Specialty Qualifications: These qualifications are mandatory requirements for this position.
Ability to keyboard/type at 50 wpm.
Experience taking minutes following established standards on a frequent or reoccurring basis.
Experience with Microsoft Word in the following areas: creating mass mailings; creating documents using columns and tables; creating and using documents that require change be tracked and commented and that incorporate graphics, tables, and charts; experience converting or transferring data from different software programs; and creating and running macros.
Experience with Microsoft Excel to create and modify electronic worksheets and design and print graphs which all include complex data analysis using tools such as Pivot tables.
Temporary appointments from this announcement, serving at least one thousand forty (1,040) hours of continuous service, may be hired as an entrance probationary employee without further examination for the same classification and location as announced.
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.
View Sample Written Exam Questions
How to Apply: Click on the Apply Online button to the left and follow the instructions provided to complete the Application Checklist and Exam for this position. When completing your online application information, please select/add:
When updating your online application information, you must complete/update all items in the Application Checklist. Without this information, your name cannot be referred to the hiring agency. Items in the Application Checklist to include:
Candidates who reach the final hiring stage will be required to participate in a criminal background check. Having a criminal record will not automatically eliminate applicants from consideration, but may be considered as part of the hiring process.
Thank you for applying with the Department of Agriculture!
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.