Job Information
Iowa Department of Administrative Services Administrative Assistant 2 in Des Moines, Iowa
Administrative Assistant 2
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Administrative Assistant 2
Salary
$48,422.40 - $71,198.40 Annually
Location
Des Moines - 50309 - Polk County, IA
Job Type
Full-time
Remote Employment
Flexible/Hybrid
Job Number
24-04391
Agency
400 Health & Human Services-Aging & Disability
Opening Date
06/26/2024
Closing Date
7/7/2024 11:59 PM Central
LinkedIn Tag
#LI-POST
Point of Contact
Gloriana Fisher - gfisher@dhs.state.ia.us
Description
Benefits
Questions
Job Description
This position is hybrid with the hired candidate working at least 2 days in Des Moines office per week. The hired candidate must reside in the state of Iowa
The Iowa Department of Aging (IDA) and Department of Human Services (DHS) merged on July 1, 2023, to form one agency, the Iowa Department of Health and Human Services (HHS). HHS, Aging and Disability Service Division, is seeking an Administrative Assistant 2 who will be responsible for multiple activities in support of the Preventative and Protective Services Bureau. This position will serve as Administrative Assistant to the Bureau Director performing administrative program work of a moderate to considerable scope and diversity assisting with program responsibilities; performs related work as required to support the 4 programs within the bureau.
Duties include coordinating, prioritizing and communicating with internal and external stakeholders on bureau projects and efforts. Tasks include but are not limited to manage/lead the bureau’s Sharepoint site, monitoring responses including bill review, requests for information, fiscal notes, exceptions to policy and other requests on a daily basis, facilitating program purchases for compliance with budget, meeting facilitator to include scheduling, planning and note-taking. This position will also support the division with travel arrangements, preparing and processing vouchers for payment of travel and other purchases/expenses.
This position will coordinate reports required for federal formula grants and discretionary grants as it relates to programs within the Preventative and Protective Services Bureau. Responsibilities may include assisting with the development of budget proposals, participating in hiring processes and prioritizing continually changing bureau requests and providing appropriate notifications.
Critical attributes to the success of the Administrative Assistant 2 include:
· Demonstrated expertise as a self-directed problem-solver with high standards for quality and a strong commitment to public service.
· Exceptional communication skills, both written and oral, and the ability to communicate effectively with diverse audiences and in a variety of contexts.
· Consistently maintain effectiveness even when experiencing changes in work responsibilities, priorities and deadlines and takes prompt action to accomplish objectives; champions policy/ practice changes instituted by upper management as well as a willingness to identify issues and address them proactively and collaboratively.
· Exceptional organizational skills, including the ability to independently prioritize tasks and not only work on multiple projects simultaneously, but also be able to provide status updates on projects at a moment’s notice. Must have the ability to report for work regularly and on time, follow instructions and directives, and build positive relationships with others.
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.
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, and experience equal to one year of full-time administrative support (e.g., screening visitors and callers; opening/distributing mail, typing/proofing documents, letters, and reports; organizing files; scheduling meetings/appointments; arranging travel; processing travel claims; ordering supplies/equipment) or technical support work (e.g., determining budget, personnel, and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness).
A total of five years of education and/or full-time experience (as described in number one) where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience.
Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as an Administrative Assistant 1.
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/AdministrativeAssistant2-00709-90709.pdf) .
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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 from an accredited four-year college or university with a bachelor's degree in any field? IF YES - How many months of experience do you have of full-time administrative support (e.g., screening visitors and callers; opening/distributing mail, typing/proofing documents, letters, and reports; organizing files; scheduling meetings/appointments; arranging travel; processing travel claims; ordering supplies/equipment) or technical support work (e.g., determining budget, personnel, and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness)?
I have not graduated from an accredited four-year college or university with a bachelor's degree in any field
Less than 12 months of the administrative support work identified
12 months or more of the administrative support work identified
04
How many years do you have of a combination of post high school education in any field AND/OR full-time administrative support (e.g., screening visitors and callers; opening/distributing mail, typing/proofing documents, letters, and reports; organizing files; scheduling meetings/appointments; arranging travel; processing travel claims; ordering supplies/equipment) or technical support work (e.g., determining budget, personnel, and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness)? 30 semester hours equals one year of experience.
I do not have any of the combined education and/or experience
Less than five years of the combined education and/or experience
Five 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 do you have of full-time experience in the classification of Administrative Assistant 1 for the State of Iowa?
I am not a current State of Iowa employee
I do not have any experience in the classification of Administrative Assistant 1 for the State of Iowa
Less than 12 months of full-time experience in the classification of Administrative Assistant 1 for the State of Iowa
12 months or more of full-time experience in the classification of Administrative Assistant 1 for the State of Iowa
Required Question
Agency
State of Iowa
Agency
400 Health & Human Services-Aging & Disability
Address
510 E 12th St, Ste 2
Des Moines, 50319
Website
https://www.iowaaging.gov/
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