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Iowa Department of Administrative Services Administrative Assistant 1 in Des Moines, Iowa

Administrative Assistant 1

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Administrative Assistant 1

Salary

$38,771.20 - $57,012.80 Annually

Location

Des Moines - 50310 - Polk County, IA

Job Type

Full-time

Agency

402 Dept of Human Services - Community Service Areas

Job Number

21-03081

Closing

6/20/2021 11:59 PM Central

LinkedIn Tag

#LI-POST

Point of Contact

Chris Silberhorn, csilber@dhs.state.ia.us

  • Description

  • Benefits

  • Questions

Job Description

This position is open for all applicants.

Please describe in your application any additional languages you may be able to speak, read and/or write for consideration.

Additional preference will be given for a related Degree and/or experience.

To ensure the Department of Human Services is providing the best service to the citizens of Iowa, applicants should demonstrate exceptional customer service skills, integrity and a strong work ethic, along with the above skill set.

Our agency uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify

For this position “Work Hours” are based on operational need.

  • Any requested changes to the schedule require supervisory approval.

  • Schedules will be clearly noted via Outlook calendar and will accurately reflect days and work hours approved.

  • Schedules may be changed if there is a training or other event that requires the employee to attend.

SCHEDULED WORK HOURS:Mon-Fri 8:00 AM to 4:30 PM

Job Description:

Under the general direction of the Centralized Service Area Child Care Bureau Chief, this position identifies and performs quasi-administrative/ higher level administrative duties to assist Registration and Payment units. This position oversees and provides technical assistance for assigned processes in office support areas.

Specific duties will include but not be limited to the following: assist management in the Child Care Assistance Registration and Payments Unit to ensure various work assignments are completed in accordance with Iowa Code and regulatory guidelines; assist management in distribution of work for both CCA Registration and Payment units; and act as resident expert in Child Care Assistance program areas (Registration and Payment) by responding to customer inquiries via email, phone or in person, providing necessary information and directing clients to appropriate resources. Additionally, the successful applicant will oversee and assist with the support of Child Care Registration and Payment processes ensuring timely and accurate completion of required tracking and paperwork; act as a liaison between Registration and Payment staff, ensuring that information is shared to assure operational needs are met and will be instrumental in assisting with employee training and development related to the specifics of the Registration and Payment Units and its quality reviews.

Please review the sample “essential functions” below:

  • Applies innovative solutions to problems; designs new methods where established methods and procedures are inapplicable or are unavailable.

  • Carries out customer service activities requiring regular attendance at work and to report to work on time. Field Operations processes contain critical time frames and excessive absenteeism negatively impacts the meeting of those time frames subsequently affecting customers and other community partners.

  • Comprehend, interpret and apply work rules, policy, regulations and procedures as well as concepts and principals of the specific work duties in order to meet performance standards.

  • Effectively communicate orally by expressing ideas and facts to individuals or groups; makes clear and convincing presentations (free of grammatical and factual errors) both orally and in writing; listens to others; facilitates an open exchange of ideas; build, foster and maintain partnerships at a variety of levels. Actively listens to facilitate the exchange of information in order to provide positive and professional customer service both within the agency and in the community.

  • Identifies a need for and knows where or how to gather information by prioritizing, organizing and maintains information to meet completion deadlines.

  • Identifies rules, principles, or relationships that explain reasonable facts, data, or other information that analyzes information and correct inferences or draws accurate conclusions.

  • Interacts in a team environment to manage group processes, facilitates and encourages cooperation pride, trust and group identity, fosters commitment and team spirit; works with others to achieve goals.

  • Obtain information from a wide variety of sources, including written materials, telephone conversations and through computer databases and to be able to read and interpret the data. Ability and knowledge of Word, Excel, and the Internet.

  • Obtains information from a wide variety of sources, including reading written materials, documenting telephone conversations, searching computer databases in order to interpret information and accurately communicate the information to others.

  • Operate office equipment and maintain files including those in the following formats Word, Excel, PDF and the Internet; Type and perform data input and retrieval on a computer. Maintains and troubleshoots computer equipment with the assistance of IT.

  • Perform mathematical calculations accurately in the process of completing assigned duties.

  • Prioritize and organize work tasks in such a way that deadlines are met and work performance meets expectations.

  • Troubleshoots problematic situations to find innovative solutions to present to administration and the supervisor. Confronts crisis situations and high stress situations in a calm and orderly manner maintaining confidential information as required by the agency and assuring safety is a top priority for all in the office.

  • Understands quality is defined by the customer; therefore services are designed by working closely with customers and measuring performance in meeting their needs and expectations.

  • Within an office environment, provides Division support to large segment of agency through managing internal and external requests for information and legislative reviews requiring comprehension of request, independent judgment to assign and adherence to agency formatting of timely response or communication. Interact with employees and customers in a positive customer service manner in order to resolve problems and answer customer inquiries. Customer contacts may include correspondence, telephone or walk-ins to the local office.

Minimum Qualification Requirements

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

  • Graduation from an accredited four-year college or university with a bachelor's degree in any field.

  • A total of four years of education (as described in number one) and/or full-time experience in accounting, secretarial, or office support work collecting, compiling, reporting, examining and/or editing numerical data; coding and qualifying people for benefits, licenses, or other transactions; preparing and keeping budgetary accounts and projections; organizing and implementing office support operations; advising on procedural processes; or other work that provided direct support and exposure to substantive agency programs, where one year of full-time experience is equal to 30 semester hours of education.

  • Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as a Secretary 2, Clerk Specialist, Public Service Supervisor, Accounting Technician (any level), Purchasing Assistant, or Human Resources Technical Assistant

For additional information, please click on thislink to view the job description (https://das.iowa.gov/sites/default/files/hr/documents/class_and_pay/JobClassDescriptions/AdministrativeAssistant1-00708-90708.pdf) .

Join Us!

Whether it's caring for those in need, making highways safer, or improving agriculture production, the work that we do matters to the people of Iowa.

We take our responsibilities and the public trust very seriously. We are committed to delivering the services that matter most to the people of Iowa. If you have the skills, the commitment and the desire to make a difference, then we invite you to explore the career opportunities available with the State of Iowa.

CareerChoices

State government is one of the largest employers in Iowa, and also one of the most diverse. From state trooper to nurse to engineer, the state offers a wide variety of career opportunities.

Benefits

The state offers paid vacation, sick time and holidays, a defined benefit retirement plan, health, dental, vision, and long-term disability insurance along with flexible spending accounts. For more information, please visit the executive branch employee benefits website (http://goo.gl/rHiarg) .

The State of Iowa is committed to providing an outstanding employment experience. Check out thisBenefits Beyond the Paycheck brochure (https://das.iowa.gov/sites/default/files/hr/documents/employment/Benefits_Beyond_the_Paycheck.pdf) .

01

Do you understand that the answers to all of the following questions must be truthful, honest, and accurate to the best of your ability?

Please read all questions and answers thoroughly and make sure you understand them completely.Ensure the answers to your questions match the information filled out on your application and the attachments you have uploaded. If the answers to your questions are inconsistent with your application information or uploaded attachments, you will be given zero points for the question.Knowingly misrepresenting the facts when submitting any information related to an application, examination, certification, appeal, or any other facet of the selection process will result in your disqualification from this application and future employment with the state of Iowa.

  • Yes - I understand and agree.

  • No

    02

    PLEASE READ CAREFULLY

Have you filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. §611 et seq?

  • No - I have NOT filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. §611 et seq

  • Yes - I HAVE filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. §611 et seq

    03

    Have you graduated with a Bachelor's Degree from an accredited college/university?

  • Yes

  • No

    04

    How many years do you have of a combination of full-time work experience in accounting, secretarial or office support work involving: collecting, compiling, reporting, examining and/or editing numerical data; coding/qualifying persons for benefits, licenses or other transactions; preparing/keeping budgetary accounts and projections; organizing/implementing office support operations; advising on procedural processes; or other work which provided direct support/exposure to substantive agency programs AND/OR post high school education? 30 semester hours of course work equals one year of experience.

  • I do not have any of the combined education and/or experience

  • Less than two years of the combined education and/or experience

  • Two years to less than four years of the combined education and/or experience

  • Four years or more of the combined education and/or experience

    05

    Are you a current State of Iowa employee (executive branch)? IF YES - How many months of experience do you have in the classification of Secretary 2, Clerk Specialist, Public Service Supervisor, Accounting Technician (any level), Purchasing Assistant or Human Resources Technical Assistant for the State of Iowa?

  • I am not a State of Iowa employee

  • Less than 12 months of the required experience

  • 12 months or more of the required experience

    06

    Which best describes your education and experience? (if multiple responses apply for you, please choose the one that best fits)

  • Bachelor's Degree (or higher) or 4 plus years work experience with a major/emphasis in a Human Services related field (ie: Social Work, Counseling, Public Administration, Human Resources, Communications, Criminal Justice, Paralegal)

  • Associate's Degree or 2 plus years work experience with a major/emphasis in a Human Services related field (ie: Social Work, Counseling, Public Administration, Human Resources, Communications, Criminal Justice, Paralegal)

  • Not Applicable

    07

    How many years of full-time work experience do you have communicating with internal and external clients and customers in to meet their needs?.

  • Five or more years

  • Four to less than five years

  • Three to less than four years

  • Two to less than three years

  • One to less than two years

  • Less than one year

    08

    How many years of full-time work experience do you have with determining/adjusting priorities on a weekly/daily/hourly basis?

  • Five or more years

  • Four to less than five years

  • Three to less than four years

  • Two to less than three years

  • One to less than two years

  • Less than one year

    09

    How many years of full-time work experience do you have utilizing independent judgement to make correct decisions based on information received?

  • Five or more years

  • Four to less than five years

  • Three to less than four years

  • Two to less than three years

  • One to less than two years

  • Less than one year

    10

    How many years of full-time work experience do you have interpreting information received and comparing it to criteria found in various policies or State/Federal regulations to determine whether it meets the criteria?

  • Five or more years

  • Four to less than five years

  • Three to less than four years

  • Two to less than three years

  • One to less than two years

  • Less than one year

    11

    How many years of full-time work experience do you have simultaneously utilizing multiple computer programs (web based data systems, intranet, Microsoft Word) while obtaining information from an individual to determine if the facts given to you meet the criteria listed in policies or regulations?

  • Five or more years

  • Four to less than five years

  • Three to less than four years

  • Two to less than three years

  • One to less than two years

  • Less than one year

    12

    How many years of full-time work experience do you have reviewing case work, mentoring and providing feedback and training for staff?

  • Five or more years

  • Four to less than five years

  • Three to less than four years

  • Two to less than three years

  • One to less than two years

  • Less than one year

    13

    Are you able to perform the above essential functions?

  • Yes

  • No

    Required Question

Agency

State of Iowa

Website

http://dhs.iowa.gov/

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