What are the responsibilities and job description for the Secretary 1 position at State of Iowa - Executive Branch?
Job Description
The Iowa Department of Health and Human Services (HHS), Division of Family Well-Being and Protection, Bureau of Child Protective Services, Eastern Iowa Service Area is seeking a Secretary 1 to join our team!
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. This position is located in Dubuque, IA.
Responsibilities
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 Iowa Service Area. This position works in conjunction with the Social Work Supervisor and Public Service Supervisor 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 acts as a system site backup for office equipment and computer related issues. This position performs secretarial duties as required for management staff, including but not limited to assisting with FACs invoices and payments, assisting customers seeking public assistance programs, placing and receiving phone calls, email correspondences, and ensuring maintenance of State cars. Staff meeting attendance, training and manual review is required on a continuous basis to keep current on policy and procedure.
Requirements
This position may require travel to assist with tasks throughout the Eastern Iowa Service Area to ensure operational needs are met.
Carries out customer service activities requiring regular attendance at work and to report to work on time. Child Welfare Service and Income Maintenance 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, provides administrative and office support to internal and external customers. 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.
Obtains 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.
Perform mathematical calculations in the process of managing payments, receipt writing and reconciling invoices.
Comprehends and applies code and rules in the performance of duties in order to meet performance standards.
Communicate effectively in writing as well as orally to express ideas and facts to individuals or groups. 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.
Troubleshoots problematic situations to find innovative solutions to present to administration and supervisors. 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.
Prioritize and organize work tasks in such a way that deadlines are met and work performance meets expectations.
Identifies rules, principles, or relationships that explain reasonable facts, data, or other information that analyzes information and correct inferences or draws accurate conclusions.
Assist IT in maintaining and troubleshooting office equipment (printers, copiers, scanners) issues and computer related concerns of staff.
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.
Benefits
Working for the State of Iowa comes with its perks. In addition to a competitive salary, you'll enjoy a comprehensive benefits package designed to support your well-being and professional growth:
Click here to see how we compare with other employers or offers by using our Total Compensation Calculator.
Background Checks
Applicants will be required to complete a background check to be considered for this position.
The State of Iowa is an EEO/AA Employer
HHS values those with “lived experience” and encourages adults who were fostered as youth, foster parents, and/or parents who were in the DHS system to apply. Minorities, women, persons with disabilities and veterans are encouraged to apply (Hearing and Speech Impaired – Relay Iowa 1-800-735-2942 TDD).
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
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.
Additional Qualification Requirements
Typing Requirement: Applicants may be required to have the ability to type 40 wpm net. If included in the Minimum Requirements of this job vacancy, you must provide verification of your typing score prior to the closing date of this vacancy. (Click here for more details about the typing test.)
The Iowa Department of Health and Human Services (HHS), Division of Family Well-Being and Protection, Bureau of Child Protective Services, Eastern Iowa Service Area is seeking a Secretary 1 to join our team!
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. This position is located in Dubuque, IA.
Responsibilities
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 Iowa Service Area. This position works in conjunction with the Social Work Supervisor and Public Service Supervisor 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 acts as a system site backup for office equipment and computer related issues. This position performs secretarial duties as required for management staff, including but not limited to assisting with FACs invoices and payments, assisting customers seeking public assistance programs, placing and receiving phone calls, email correspondences, and ensuring maintenance of State cars. Staff meeting attendance, training and manual review is required on a continuous basis to keep current on policy and procedure.
Requirements
This position may require travel to assist with tasks throughout the Eastern Iowa Service Area to ensure operational needs are met.
Carries out customer service activities requiring regular attendance at work and to report to work on time. Child Welfare Service and Income Maintenance 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, provides administrative and office support to internal and external customers. 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.
Obtains 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.
Perform mathematical calculations in the process of managing payments, receipt writing and reconciling invoices.
Comprehends and applies code and rules in the performance of duties in order to meet performance standards.
Communicate effectively in writing as well as orally to express ideas and facts to individuals or groups. 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.
Troubleshoots problematic situations to find innovative solutions to present to administration and supervisors. 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.
Prioritize and organize work tasks in such a way that deadlines are met and work performance meets expectations.
Identifies rules, principles, or relationships that explain reasonable facts, data, or other information that analyzes information and correct inferences or draws accurate conclusions.
Assist IT in maintaining and troubleshooting office equipment (printers, copiers, scanners) issues and computer related concerns of staff.
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.
Benefits
Working for the State of Iowa comes with its perks. In addition to a competitive salary, you'll enjoy a comprehensive benefits package designed to support your well-being and professional growth:
- Health, Dental, and Vision Coverage: Health and dental insurance packages to keep you and your family healthy at a low cost with outstanding coverage!
- Paid Time Off: Take time to recharge with paid time off, including vacation (96 hours/year to begin, increasing with years of service), sick leave (144 hours/year), and paid holidays (9 days/year).
- Retirement Plans: Participate in retirement plans such as IPERS (employees contribute 6.29% and the State of Iowa contributes 9.44%) as well as our Retirement Investors Club (RIC), Employer Sponsored Retirement Plan (the State of Iowa matches dollar for dollar up to $75/month).
- Flexible Spending Accounts: Take advantage of flexible spending accounts for medical and dependent care expenses.
- Insurance Coverage: Benefit from life insurance and free long-term disability insurance for added peace of mind.
- Employee Assistance Program: Access resources and support through our Employee Assistance Program for personal and professional challenges.
- Employee Discount Programs: Enjoy discounts on a variety of goods and services through our employee discount programs.
Click here to see how we compare with other employers or offers by using our Total Compensation Calculator.
Background Checks
Applicants will be required to complete a background check to be considered for this position.
The State of Iowa is an EEO/AA Employer
HHS values those with “lived experience” and encourages adults who were fostered as youth, foster parents, and/or parents who were in the DHS system to apply. Minorities, women, persons with disabilities and veterans are encouraged to apply (Hearing and Speech Impaired – Relay Iowa 1-800-735-2942 TDD).
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
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.
Additional Qualification Requirements
Typing Requirement: Applicants may be required to have the ability to type 40 wpm net. If included in the Minimum Requirements of this job vacancy, you must provide verification of your typing score prior to the closing date of this vacancy. (Click here for more details about the typing test.)
Salary : $75
