Job Information
Iowa Department of Administrative Services Secretary 2 in Des Moines, Iowa
Secretary 2
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Secretary 2
Salary
$40,289.60 - $58,988.80 Annually
Location
Des Moines - 50313 - Polk County, IA
Job Type
Full-time
Job Number
25-01911
Agency
283 - Iowa Workforce Development - Vocational Rehabilitation Services
Opening Date
01/14/2025
Closing Date
1/28/2025 11:59 PM Central
LinkedIn Tag
#LI-POST
Point of Contact
Kathy Davis - kathleen.davis@iowa.gov
Description
Benefits
Questions
Job Description
Iowa Vocational Rehabilitation Services (IVRS) is recruiting to fill a Secretary 2 at our Army Post Rd. office in Des Moines, IA to provide administrative support to the area Supervisor.
The responsibilities of the position are as follows, with additional duties as assigned:
Serve as primary resource for solving problems and route inquiries appropriately and compose responses to inquiries requiring research and interpretation of guidelines or policies.
Type and proofread correspondence, reports, minutes, and other documents for accuracy, grammar, spelling, sentence structure and prepare final drafts for distribution.
Perform office management duties for the area office. Organize and assign work to clerical and administrative support staff and review work for accuracy. Evaluates clerical productivity and solves office operational problems.
Train and instruct office staff on office procedures and processes
Maintain control of files and record assignments and follow up to ensure receipt of information required within established time frames.
Follow up with staff to ensure workflow remains timely and consistent and develop strategies to make workflow more responsive to customer needs. Order supplies and materials for the office.
Support clerical processing and workload that includes opening, transferring and closing case records. Process and track confidential releases of information and related case data complying with agency standards.
Process Social Security Administration verification requests and enter data into the case management system.
Initiate and track case authorizations for financial purchasing of goods and services for job candidates. I.e., creating, amending, canceling, billing and tracking.
Type and process letters pertaining to case services.
Process mail and deliveries utilizing USPS or UPS and FedEx as needed. Maintain office FedEx and UPS accounts.
Use copiers/scanners to copy, scan, download/upload information into the agency case management system.
Work with software, hardware and electronic forms needed for position responsibilities and compose case notes documenting work provided in case record.
Ensure tasks and assignments are thoroughly completed and performed with special attention to spelling, grammar, punctuation usage, accuracy, fact checking, attention to detail and completed in a timely manner.
Assist service staff in adhering to regulatory time frames such as 60 days for eligibility, 90 days for plan development, annual reviews, goal dates and 90 days for stabilization.
Attend agency staff meetings utilizing information provided to support and direct work activities.
Provide general agency information at orientations for job candidates to support new referrals.
Complete agency referral and application materials to support job candidates as necessary and complete special reports for supervisors including R-510 summaries, extension forms, and referral or assignment materials.
Compile data needed for evaluation purposes in a timely manner.
Maintain attendance and performance records, research and summarize information from files and schedule appointments.
Make travel and accommodation arrangements.
Generate reports using computers and various software products.
Serve as a resource for staff for purchasing and preparation of vouchers, authorizations, and claims. Coordinate Workday, payroll, and calendar leave with supervisor for area office.
Track data and financial information from projects and grants, resolves discrepancies, and provides claims and final reports to supervisor for approval.
Check work submitted to supervisors by others for accuracy and monitor equipment usage and office inventory and maintain contact with vendors.
Provide general information about IVRS to the public and cooperating agencies and serve as front desk receptionist, providing coverage for visitors as needed.
Announce the arrival of visitors in a timely manner and follow up if visitors have been waiting too long by finding alternate contact.
Answer incoming calls and route the call to the appropriate person. Route complex issues to area office supervisor.
Schedule intake interviews for referrals.
Cancel and reschedule appointments as requested.
Document changes in case records and send notifications to job candidates and assign team members as applicable.
Treat internal and external customers with respect and establish a good rapport.
Travel may be required.
Agency Overview
Iowa Workforce Development (IWD) is a state agency committed to providing employment services for individual job seekers and to connecting employers to available workers through our IowaWORKS partnership.
IWD continually strives to improve processes and align the organization to provide effective, demand driven products and services. IWD staff in Des Moines consists of administrative services, disability determination services, information technology, labor market information, unemployment insurance services, vocational rehabilitation services, and workforce services.
The agency also maintains a statewide delivery system of IowaWORKSCenters and satellite and expansion offices where both employers and job seeking Iowans can receive workforce assistance.
Benefits Joining the IVRS team and becoming a State of Iowa employee comes with a range of valuable benefits, including:
Excellent health, dental, and vision insurance.
Generous paid time off, including nine paid holidays, vacation, and sick leave with no cap on the sick leave accrual.
Prepare for the future with the IPERS retirement package, as well as an additional optional deferred compensation retirement plan.
Flexible Spending Accounts for medical and dependent care.
Free Life and Long-term Disability Insurance with the option to purchase additional coverage.
Employee Assistance Programs and Discount Programs for support.
Clickhere (https://das.iowa.gov/state-employees/human-resources/employee-benefits-programs/employee-benefits-overview) to learn more about all of the amazing benefits the State of Iowa offers.
Hours of Work: Monday – Friday 8:00am-4:30pm.
If you’re looking for a career with a well-respected organization that values its employees and customers, you’ve come to the right place!
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 visitwww.e-verify.gov.
No applicant for employment with the Iowa Department of Workforce Development can have a current, ongoing overpayment balance with Iowa Workforce Development without a payment plan in place. Select positions will be subject to a criminal background check.
Minimum Qualification Requirements
Experience equal to two years of full-time general office work, one year of which must have involved secretarial or related administrative support duties;
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 general office experience;
OR
certification from the State of Iowa Administrative Assistant Certificate Program will substitute for six months of the required experience;
OR
employees withcurrentcontinuous experience in the state executive branch that includes the equivalent of one year of full-time work as a Secretary 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/Secretary2-00026-90026.pdf)
Why Choose the State of Iowa?
At the heart of our commitment to excellence is a dedication to our most valuable asset – our employees. Discover the outstanding benefits that set us apart as an employer of choice.
Our Robust Benefits Package Includes:
Competitive Compensation:
Enjoy a competitive salary that reflects directly on your skills and expertise.
Keep in mind, your wage is just one part of your total compensation. Unlock the complete value of your employment with the State of Iowa by using our user-friendlyTotal Compensation Calculator (https://das.iowa.gov/media/3773/download?inline) .Gain insights into your comprehensive annual compensation, including salary and State-provided benefits.
Health and Wellness:
Prioritize your well-being with our comprehensive health plans, including medical, dental, and vision coverage. Enjoy the peace of mind knowing that the State of Iowa covers 90% of the premiums, providing you and your loved ones with excellent coverage at a remarkably low cost.
Retirement Planning:
We are proud to offer the Iowa Public Employees Retirement System (IPERS). A defined benefit plan, IPERS benefits are guaranteed for life, meaning once you retire, you will receive the same monthly benefit for the remainder of your life (once vested). We invest in your long-term financial well-being, so you can retire with peace of mind.Click here to learn more about IPERS (https://ipers.org/members) .
Paid Time Off:
Life is unpredictable, and at the State of Iowa, we understand the importance of work-life balance. Our leave policies, including paid holidays, vacation, and sick leave with unlimited accrual, ensure you have the flexibility you need for personal and family matters.
Professional Development:
Elevate your career with continuous learning opportunities. We support your growth through training programs, workshops, and tuition reimbursement.
Employee Assistance Program (EAP):
We care about your well-being beyond the workplace. Access confidential counseling, resources, and support through our Employee Assistance Program.
Diversity and Inclusion:
Be part of a diverse and inclusive workplace that embraces all backgrounds and perspectives. We believe diversity is a strength that drives innovation.
Join Us - Elevate Your Career:
Ready to elevate your career with the State of Iowa?Click here (https://iowa.attract.neogov.com/recruitment/p/benefits) to explore more about our unparalleled benefits and discover what makes us unique. Your success is our priority!
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
Do you have experience equal to two years of full-time general office work, one year of which must have involved secretarial or related administrative support duties?
Yes
No
04
How many months of COMBINED post high school course work in an accredited secretarial, business, or closely related curriculum AND full-time clerical work experience do you have?
Less than six months of the combined identified education and work experience
Six months to less than one year of the combined identified education and work experience
One year to less than two years of the combined identified education and work experience
Two years or more of the combined identified education and work experience
05
If you have completed the certification from the State of Iowa Administrative Assistant Certificate Program, how many months of full-time clerical work experience do you have?
Not applicable - I have not completed the State of Iowa Administrative Assistant Certificate Program
No experience to less than six months of the identified experience
Six months to less than one year of the identified experience
One year to less than one and a half years of the identified experience
One and a half years or more of the identified experience
06
If you are a CURRENT employee for the State of Iowa (executive branch): How many months do you have of current continuous experience in the state executive branch that includes full-time work experience in the classification of Secretary 1?
Not applicable - I am not an employee for the employee for the State of Iowa (executive branch
Less than one year of work experience in the classification of Secretary 1
One year or more in the classification of Secretary 1
Required Question
Agency
State of Iowa
Agency
283 - Iowa Workforce Development - Vocational Rehabilitation Services
Address
1000 East Grand Ave;
510 East 12th Street
Des Moines, Iowa, 50319
Website
http://www.ivrs.iowa.gov/index.html
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