WHAT WE DO:

In a state where cattle outnumber people, the Idaho beef industry is an integral part of local communities and the economy of Idaho. The Idaho Beef Council is a consumer-focused, producer-directed organization representing Idaho's multigenerational ranchers. We help provide education to the consumers on behalf of these families to help build awareness and express the importance of the process. We also engage in activities that demonstrate that beef is delicious, but it's also a powerful ally in building healthy bodies, thriving communities, and a strong economy for Idahoans.

WHAT YOU’LL DO: 

The Idaho Beef Council Office Administrator is responsible for the maintenance of office systems and supporting IBC staff. The Office Administrator organizes and coordinates the administration and office procedures to support the effectiveness and efficiency of the organization. The Office Administrator works in collaboration and under the supervision of the Office Manager to develop communication protocols, and streamline administrative procedures. The Office Administrator collaborates with all IBC personnel to support the IBC office operations. 

ESSENTIAL FUNCTIONS:  

Office Operations  

• Collaborates in the design and implementation of office policies and procedures according to established and new standards and procedures. Measures results against standards and makes necessary adjustments. 
• Implements office systems, layouts, equipment, and other procurement. 
• Designs and maintains digital and physical filing systems. 
• Reviews and defines procedures for records retention, protection, retrieval, transfer, and disposal, as appropriate. Provides support for scheduled audits. 
• Assures security, integrity, and confidentiality of data and information, where required. 
• Participates in the development and monitoring of checklists of routine office and event activities. 
• Assigns and monitors clerical functions to Administrative Assistant for mailing, shipping, supplies, equipment, bills, and errands. 
• Reviews and approves supply requisitions. 
• Maintains relationships with vendors, service providers, landlords, and others to ensure that all items are invoiced and paid on time. 
• Assists with contract and price negotiations with office vendors, service providers, office leases, office cleaning, and others. 
• Oversees all equipment operations, including IT for computers, phone systems, and others. 
• Assigns tasks, provides oversight, and arranges travel and accommodations for Board members, as needed. 
• Provides general support to all visitors. 
• Attends educational workshops and reviews professional publications to maintain professional and technical knowledge. 
• Establishes networks to support office management activities, as needed. 
• Assigns and monitors routine activities, such as office organization, mailing lists, office supply, and materials orders, coordination of gifts and prizes, vehicle maintenance, office inventory, assembly of packets for targeted groups, and others.

Reports and Communication    

• Takes notes and summarizes events, such as staff meetings, event proceedings, and results. 
• Controls and maintains correspondence to the Idaho Beef Council for inquiries and other items. 
• Handle inquiry and complaint reports and refers to CEO, as appropriate.

Event Support  

• Contributes to Idaho Beef Council’s team efforts through the accomplishment of goals and objectives. 
• Participates actively in planning and implementation of IBC events. 
• Works with CEO, Administrative Assistant, and other IBC staff to coordinate logistics for events and programs. 
• Supports efforts of IBC staff to plan, implement, and report on events and projects. 
• Assist in the preparation for quarterly Board meetings, including documents, reservations, catering, and meeting materials, as requested. 

• Skills in managing processes, the delegation of tasks, developing standards, promotion of process improvement, inventory control, tracking budget expenses, supply management, reporting and informing others, and record keeping. 
• Excellent written and oral communication skills including professional communications via telephone, email, reports, and presentations. 
• Ability to develop and maintain positive relationships with IBC personnel, vendors, and beef-related industry personnel. 
• Knowledge of office management responsibilities, systems, and procedures. Knowledge of basic business and office management principles. 
• Strong skills in time management, planning and organization, accuracy, adaptability, judgment, decisionmaking, delegation, and coaching. 
• Proficient computer skills using MS Office 365 Suite software, including Word, Excel, PowerPoint, Teams, Sharepoint and Outlook. 
• Able to demonstrate knowledge of and experience with digital and physical filing systems to provide and maintain documentation of IBC activities, expenses, meeting notes, and other records. 
• Knowledge of and experience with compliance and audit processes. 
• Ability to plan, organize, and manage time, activities, records and reports, and allocation of supplies. 
• Ability and organizational skills to provide a timely review, analysis, and reporting of activities and data. 
• Consistently demonstrates integrity, fidelity, and model behavior.
• Conveys a professional and positive image and attitude regarding the IBC. 
• Exhibits characteristics of a team player and a team leader. 
• Assures attention to detail and problem-solving skills. 
• A valid driver’s license and good driving record is required. 
  

• This position requires the Office Administrator to take responsibility for IBC office management and support IBC personnel to achieve goals and objectives. 
• The Office Administrator will work with IBC staff and independently on a number of issues, activities, and tasks simultaneously, balance and prioritize actions, and make rapid decisions on office management issues.
• Planning and meeting deadlines while maintaining a flexible work schedule to accomplish the demands of the position may include occasional long and/or irregular hours. 
• Travel may include attending, participating, and recordkeeping in meetings, events, and strategic planning sessions.

• 11.94% employer contribution to the Public Employee Retirement System of Idaho (PERSI) 
• 15 days of vacation, 11 state holidays, and 12 sick days per calendar year 
• Vacation days will be added after five years of state service. 
• Basic life and disability benefits 
• Excellent health benefits 
• Compensation for travel expenses provided according to travel policy

• PERSI Choice 401 (k) Plan 
• Flexible Spending Accounts 
• Voluntary Term Life Coverage 
• Short and Long Term Disability 

• Five months of a probationary period will be observed with evaluations conducted by the Office Manager at month three and month five. 
• Any issues identified during the month three evaluation will be addressed through a two-month plan and will be concluded as a part of the month five evaluation

Click the following link to apply.

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