Location: all cities,IA, USA
SUMMARY:
To ensure the Department of Health and Human Services is providing the best service to the citizens of Iowa, applicants should demonstrate exceptional customer service skills, integrity, a strong work ethic, and exceptional attention to detail, along with the following skill set.
RESPONSIBILITIES:
This position performs and oversees administrative secretarial duties for field operations, for the Eastern Iowa Service Area, Mt. Pleasant, IA, Division of Community Access and Eligibility. This position requires a high level of initiative, effort, and commitment towards completing assignments accurately and efficiently. The position requires attention to detail, working and communicating with internal and external clients, and customers to meet their needs in a polite, courteous and cooperative manner.
General duties include - Providing administrative assistance to the management and leadership teams, in addition to providing support to the Secretary 2, Clerk Specialist, Accounting Clerk 2 and other clerical staff throughout the Eastern Service Area. This position works in conjunction with Public Service Supervisor and Business Manager to coordinate office operations. This position assists with State car reports and accounts receivable and payable. This position provides backup to reception areas; schedules appointments; provides reception coverage; answers telephones and responds to questions/route callers in a professional and courteous manner, to include other counties. This position performs secretarial duties as required for management staff, including the Income Maintenance Supervisors, Social Work Supervisors, and other management staff as directed to include, but not limited to assisting customers seeking public assistance programs, placing and receiving phone calls, email correspondences, and ensuring maintenance of State cars. This position acts as a system site back-up for computer related issues. Staff meeting attendance, training and manual review is required on a continuous basis to keep current on policy and procedure.
This position may require travel to assist with tasks throughout the Eastern Iowa Service Area to ensure operational needs are met.
Please include in your resume additional languages you may be able to speak, read and/or write for consideration.
Requirements & Essential Functions:
This position carries out customer service activities requiring regular attendance at work and to report to work on time. Income Maintenance and Child Welfare Service processes contain critical time frames and excessive absenteeism negatively impacts the meeting of those time frames subsequently affecting customers and other community partners.
Within the assigned office environment, this position provides administrative and office support to internal and external customers. This position interacts 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.
This position requires the ability to obtain information from a wide variety of sources, including written materials, documenting telephone conversations, searching computer databases in order to interpret information and accurately communicate the information to others.
This position performs mathematical calculations in the process of managing payments, receipt writing, and reconciling invoices.
This position requires the ability to comprehend and apply code and rules in the performance of duties in order to meet performance standards.
This position requires effective communication in writing as well as orally to express ideas and facts to individuals or groups; in addition to the ability to actively listen in an effort to facilitate the exchange of information in order to provide positive and professional customer service both within the agency and in the community.
This position requires troubleshooting problematic situations to find innovative solutions to present to administration and supervisors. This position requires the ability to confront 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.
This position prioritizes and organizes work tasks in such a way that deadlines are met and work performance meets expectations.
This position identifies rules, principles, or relationships that explain reasonable facts, data, or other information that analyzes information and correct inferences or draws accurate conclusions.
This position at times assists IT in maintaining and troubleshooting office equipment (printers, copiers, scanners) issues, and computer related concerns of staff.
This position interacts in a team environment to manage group processes, facilitate and encourage cooperation pride, trust and group identity, fosters commitment and team spirit; works with others to achieve goals.
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 Experience equal to one year of full-time clerical or closely related work;
OR
post high school course work in an accredited secretarial, business, or closely related curriculum may be substituted for the required experience on a month-for-month basis;
OR
completion of thirty (30) semester (or equivalent) hours of undergraduate college level course work may be substituted for the one year of required experience;
OR
certification from the State of Iowa Administrative Assistant Certificate Program will substitute for six months of the required experience;
OR
employees with current continuous experience in the state executive branch that includes permanent status as a Typist-Advanced.
For additional information, please click on this link to view the job description.