Administrative Assistant IV

Summary Statement

Join the Water Renewal Services team in Public Works and play an important role in supporting the work that helps keep Boise’s water systems running smoothly. In this position, you’ll provide high-level administrative support that helps coordinate projects, organize meetings, manage department travel arrangements, and keep day-to-day operations moving forward. This role offers a dynamic work environment, splitting time between City Hall and the West Boise Water Facility, giving you the opportunity to work alongside different teams and see the impact of your work across multiple locations.

The specific schedule between sites will be coordinated after hire. You’ll help coordinate and track assignments, meetings, and key processes, while preparing meeting notes and keeping teams organized and informed. This position works with a high level of independence while collaborating closely with staff across the Water Renewal Services team. If you enjoy staying organized, supporting meaningful work, and being part of a team that serves the community, this role offers a great opportunity to contribute.

• Zero-premium medical coverage for you and your family
• PERSI retirement plus employer-matched 401(k)/457b
• 10 hours vacation/month (grows with tenure), 12 paid holidays, and 8 hours sick leave/month
• 10 weeks paid parental leave
• $500 annual wellbeing incentive
• Tuition reimbursement and free local bus pass
• Basic life and long-term disability insurance at no cost

This job posting may close earlier than the listed closing date. If this occurs, a minimum of 24 hours’ notice will be provided prior to closing.

Performs highly complex and specialized tasks requiring considerable judgment, independent analysis and decision making. Provides leadership, coaching, and/or mentoring to subordinate a group.

Provides advanced and varied administrative support. Manages calendars and highly complex scheduling for the department. Coordinates, schedules and executes complex meetings and events and provides meeting logistics support and recordkeeping.

Provides document preparation, processing and distribution support. Conducts complex research requests and prepares findings. Performs data collection and research.

Conducts executive level calendar audits to create detailed agendas and minutes, provide proactive planning and support, and identify and resolve calendar conflicts. Assists with recruitment processes including interview scheduling, staff onboarding needs and logistics. Monitors and assists with recording staff training. Provides support for Public Works Commission meeting logistics and document creation.

Reviews incoming correspondence and drafts responses on matters for which authority has been delegated. Refers inquiries to appropriate staff and/or resolves problems.

Manages department travel arrangements, conference registrations and memberships. Creates travel advance requests, keeping accurate and detailed records. Utilizes a city purchasing card and prepares weekly reconciliation, tracks submitted invoices and receipts and prepares coding. Requests purchase orders and approves invoices for payment. Provides specialized contract assistance support and manages deadlines. Provides procurement support.

Participates in records management operations, including filing and scanning. Helps facilitate the use of an electronic record management database.

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

• High school diploma or equivalent and
• 6 years of progressively responsible experience supporting senior-level management with administrative and/or operational support duties in public administration or administrative research, or an equivalent combination of education and/or experience.

Knowledge of: office etiquette, policies, practices and procedures; usage of office equipment; data management best practices; computer usage including related software; technology and process optimization;
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