Administrative Assistant, Agency Relations & Programs

Classification: Part-Time, Temporary – 20 hours/week

Department: Agency Relations
Reports to: Director of Agency Relations
Location: Meridian, ID

About the Role

The Agency Relations & Programs Administrative Assistant provides critical administrative and operational support to the Agency Relations & Programs team. This position requires strong organizational skills, attention to detail, excellent communication abilities, and the capacity to manage multiple priorities in a fast-paced environment.

Responsibilities

• Partner Agency Administration
  • Manage partner agency agreements and supporting documentation, including scanning, electronic signature processes, filing, and uploading documents into organizational systems.
  • Maintain partner agency SharePoint files and conduct periodic audits to ensure required documentation is complete and current.
  • Arrange and maintain agency onboarding materials, manuals, binders, and resource documents.
  • Coordinate and route new partner agency applications for review and follow-up.
  • Assist with mobile administrative tasks such as mobile calendar, people served reporting, and mobile packets.
  • Develop, manage, and maintain electronic forms and surveys; organize, compile responses, assist in data analysis and record management.
  • Coordinate annual partner agency mailings and appreciation.
• Systems Administration and Compliance Support
  • Track agency monitoring timelines, people served reporting, and support coordinators in maintaining compliance records.
  • Coordinate and manage the annual agency card audit process.
  • Enter and maintain program participation data within Ceres and other database systems.
  • Support Agency Express administrative tasks, including unsubmitted cart review and agency calendar.
  • Maintain department SharePoint site, documentation labeling, and document organization.
  • Regularly monitor the department's email, calendar/planner, and other shared sources of information.
  • Maintain department SOP repository and update as needed.
• Meetings, Events, and Project Support
  • Coordinate logistics, preparation materials, agendas, and meeting minutes for Partner Agency Advisory Council (PAAC) meetings.
  • Provide administrative and project management support for annual Partner Conferences and other statewide events.
  • Assist with planning and coordination of annual department meetings.
  • Schedule team meetings, prepare agendas, distribute materials, and document meeting notes and action items.
• Document and Records Management
  • Maintain and update operational documents, including site visit forms, memoranda of agreement (MOAs), procedures, and related resources.
  • Organize, maintain, and archive electronic and physical files in accordance with document retention policies.
• Administrative and Financial Support
  • Manage holiday gift card inventory, tracking logs, distribution records, and related reporting.
  • Assist with corporate credit card reconciliation and documentation.
  • Prepare and process expense reports and supporting documentation.
  • Provide budget tracking and administrative support for departmental financial activities.
  • Assist with travel arrangements, itineraries, accommodations, and expense coordination for team members and statewide travel activities.
  • Support other administrative projects and departmental initiatives as assigned.

Requirements

• Associate degree in Business Administration, Office Management, or a related field.