Technical Records Specialist 2 - IdahoWorks (2024)

at Idaho Division of Human Resources in Twin Falls, Idaho, United States

Job Description

Technical Records Specialist 2

$37,502.40 Annually

Twin Falls, ID

Job Type

Full Time

Department

Department of Agriculture

Job Number

16272-0575

Closing

+ Description

+ Benefits

+ Questions

Description

“Serving consumers and agriculture by safeguarding the public, plants, animals and the environment through promotion, education and regulation.”

The Idaho State Department of Agriculture is currently recruiting for a Technical Records Specialist 2 for the Plant industries division in Twin Falls.

This announcement will close on 10/3/2022

Example of Duties

Key Responsibilities:

• Maintain voice message system, retrieve, and distribute messages for phytosanitary inspection requests.

• Review all information on phytosanitary applications for accuracy and completeness. Verify proper issuance. File and maintain inventory of certificates according to records retention policies.

• Prior to issuing certificates, verify that requirements have been met by checking seed inventory statuses and Explain in detail the requirements, processes and procedures to customers applying for phytosanitary certification.

• Input application information into the PCIT system and enter information into the MAPS billing program to get billing information for reports.

• Generate reports for record keeping, determine monthly turn-around summary per company and distribute reports.

• Accurately prepare invoice line-items, verify invoice accuracy, print and distribute finalized invoices by the monthly billing deadline.

• Set up new user accounts for phytosanitary certificates and keep customer information up to date.

• Act as backup to the Technical Records Specialist 1 for written requests for tags for planting of beans in the state of Idaho and assist with issuance of Department In-State Planting Tags (green tags) and Department Approved Tags (yellow tags) according to Idaho’s quarantine rules and available inventory. Distribute tags according to customer instructions.

• Update annually the Phytosanitary Manual (Green Book) ; assemble copies for distribution. Create online versions for posting to ISDA website.

• Assist with Field Inspection Manual (Pink Book), MAPS Users’ Manual (Blue Book), and Field Inspector’s Manual (Orange Book).

• Assist as needed in interviews for temporary field inspectors, new hire documents, and training.

• Serology Test Results: Receive test results from the lab, input into MAPs billing program, and issue results.

• Assist the Ag. Program Specialist with Non-Bean Trial Grounds: Review planting documents, acceptance and/or entry of applications into MAPS program, enter inspections, compile data, upload clean weights from customer supplied spreadsheets, print, review and send Grower Sheets to customers, issue state numbers and create child maps for Phytosanitary Certificates.

Office Coordination/Administrative Requests

• Provide coverage of front-line customer service by greeting and directing visitors to appropriate office, staff, or division.

• Provide coverage operating central multi-line telephone system to receive and route calls; record telephone messages, screen calls, and ask questions to determine customers’ needs.

• Provide backup as needed to Field Inspection, Feed/Fertilizer/Amendment, Nursery/Apiary, and Invasive Species/Noxious Weeds programs.

• Respond to emails and routine letters, direct inquiries as appropriate.

• Provide payment information to customers: accept cash payments, open/code mail, generate invoices, and clerk payments in the fiscal program according to Cash Handling and other fiscal policies.

• Maintain payment receipt log, process refunds, and change forms for administrative signature, as needed for the phytosanitary certification program.

• Generate, proof, and distribute correspondence for Program Specialist, Section Manager or Administrator to be distributed to industry and customers.

• Process purchasing cards, track invoices and assign appropriate accounting codes.

• Order/stock office supplies.

• Fulfill responsibilities of an ISDA employee as outlined in the Department’s Risk Management/Safety Policy.

• Other duties as assigned.

Minimum Qualifications

Minimum Qualifications: These qualifications are mandatory requirements.

This position requires one year of work experience in each of the following:

+ Monitoring record systems to identify and correct errors;

+ Interpreting, explaining, and applying laws, regulations, and complex policies for multiple or highly specialized programs;

+ Analyzing information and researching a variety of sources to identify and resolve problems or issues;

+ Dealing with individuals from varying cultural and socio-economic backgrounds in stressful situations;

+ Composing and proofreading business correspondence.

This position requires six months of works experience in the following:

+ Entering and retrieving data using a computerized record system;

Specialty Qualifications: This qualifications are mandatory requirements

+ Working with sensitive or restricted data – at least six (6) months of work experience working with sensitive or restricted data such as financial, personal, and/or medical with the responsibility to protect the confidentiality of that information.

+ Microsoft Word – ability to operate word processing software (such as Microsoft Word) and equipment at the rate of 40 wpm or more

+ Microsoft Access – at least 1 year of experience storing, retrieving, and compiling information in a report format using database software such as Microsoft Access.

+ Some Knowledge of Data Management – some knowledge of data management through successful completion of a college level course equivalent to three semester hours; OR, through successful completion of a three-day course (approximately 20 hours) specific to data management; OR, through successful completion of three months’ work experience performing data management activities such as database development, data collection, analysis, research and tracking, developing tables, queries, forms and reports.

+ Experience Using Spreadsheet Software – at least one year of experience using spreadsheet software to create and modify electronic worksheets and design and print graphs.

Supplemental Information

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.

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 your interest in the Idaho Department of Agriculture!

If you have questions,

please contact us at:

jobs@isda.idaho.gov or at (208) 332-8520

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 or for the recruiting process, please contact ISDA’s HR Departm