What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT (MEDICAL EXAMINER'S OFFICE) position at Polk County, IA?

Salary : $55,995.00 - $75,593.00 Annually

Location : Des Moines, IA

Job Type : Full-Time Regular

Job Number : 25-1070

Department : Medical Examiner's Office

Opening Date : 02 / 25 / 2025

Closing Date : 3 / 5 / 2025 11 : 59 PM Central

FLSA : Non-Exempt

Bargaining Unit : CE

Hours : 8 : 00 AM - 5 : 00 PM (M-F)

Bargaining Unit : Excluded / Clerical

Salary Grade : 8

Location : 1801 Hickman Road

Under general supervision, performs a broad range of responsible administrative support tasks requiring personal computer, data entry and general office equipment proficiency. Serves as a confidential assistant to an Elected Official, department director, or division manager.

Illustrative Examples of Work

Provides administrative support to an Elected Official, director, and / or division managers; prepares, proofreads, and generates confidential correspondence, memorandums, reports, lists, tables, and other specialized documents.
Schedules appointments, processes travel requests, arranges meetings and conferences, distributes mail, and screens calls.
Prepares and processes resolutions for the Board of Supervisors agendas; prepares and updates various departmental manuals; organizes and prepares presentation materials for various projects.
Provides administrative support for various programs; processes billings; may process applications for department programs; may determine program eligibility.
Utilizes personal computer word processing, spreadsheet, and database software programs including Word, Excel, Access, and JD Edwards HR / payroll enterprise software; generates reports and develops electronic forms and computer spreadsheets to track activities.
Updates information on a variety of forms, logs, journals, and ledgers; maintains employee files as needed; reviews and processes payroll, according to employee manuals. Tasks include verifying scheduled work hours and overtime and confirming accuracy of entries regarding leaves, compensation time, holiday pay, and shift differential.
Participates in special studies and serves on committees as directed; may serve as back up to assigned staff.
Performs related duties as assigned.

Required Knowledge, Skills and Abilities

Knowledge of departmental or program policies, regulations, and procedures.

Knowledge of modern office procedures and practices.

Knowledge of advanced word processing principles, practices, and methods.

Knowledge of business English, spelling, grammar, and punctuation.

Knowledge of basic mathematics and calculations.

Knowledge of Polk County payroll procedures and timekeeping procedures.

Proficiency in typing and data entry with high accuracy and speed.

Skill in proofreading.

Skill in the use of computer software word processing, spreadsheet, and database programs.

Ability to provide guidance regarding personnel procedural matters to employees, supervisors, department officials, and the general public.

Ability to compile and maintain records, reports, and other documents for processing.

Ability to discretely manage confidential and / or sensitive information.

Ability to compile data and prepare reports.

Ability to operate general office equipment such as fax, copier, scanner, and TDD.

Ability to manage multiple projects simultaneously while demonstrating flexibility for changing priorities.

Ability to function courteously and effectively in stressful situations.

Ability to make moderately complex decisions, in accordance with laws, rules, regulations, and departmental policies and procedures.

Ability to consistently demonstrate professionalism, courtesy, and tact in telephone and personal interactions.

Ability to communicate effectively both verbally and in writing.

Ability to follow verbal and written instructions.

Ability to file and maintain accurate and complete office records.

Ability to occasionally lift up to 25 pounds.

Ability to establish and maintain effective working relationship with other county employees, public officials, department heads, and the general public.

Ability to foster a collaborative and professional environment.

Training and Experience

Bachelor's Degree in business, public administration, or related, and

Two years of related administrative support experience, or

Associate's Degree in business, public administration, or related, and

Six years of related administrative support experience, or

Any equivalent combination of training and experience that will have provided the required knowledge, skills, and abilities.

Special Requirements :

A criminal background check is required.

A drug screen is required prior to final offer of employment.

Polk County is committed to providing a diverse work environment that is representative, at all levels, of the citizens we serve. Equal opportunities are available to all applicants and current employees regardless of race, color, national origin, religion, sex, sexual orientation, gender identity or expression, age, genetic information, military or veteran status, citizenship status, mental or physical disability, or any other applicable characteristics protected by law.

Polk County believes that diversity, equity, and inclusion is critical to our success in serving and empowering our community and to our continued commitment to be one of the nation's most innovative public institutions.

Click below for a detailed overview of our benefits package.

Do you have experience working in a Medical Examiner or forensics office? If yes, please list where. If no, please write "no" in text box.

Do you have experience working with death certificates?

Do you have experience working in the funeral industry? If yes, please list where. If no, please write "no" in text box.

Do you have experience working in a medical office? If yes, please list where. If no, please write "no" in text box.

Do you have experience working in a legal or law office? If yes, please list where. If no, please write "no" in text box.

Do you have work experience in settings interacting with persons experiencing grief or trauma? If yes, please list example(s) below. If no, please write "no" in text box.

Required Question

Salary : $55,995 - $75,593

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ADMINISTRATIVE ASSISTANT (MEDICAL EXAMINER'S OFFICE)

What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT (MEDICAL EXAMINER'S OFFICE) position at Polk County, IA?

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