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 - 50321 - Polk County, IA
Job Type
Full-time
Job Number
25-00668
Agency
427 Department of Inspections, Appeals & Licensing
Opening Date
09/24/2024
Closing Date
10/4/2024 11:59 PM Central
LinkedIn Tag
#LI-POST
Point of Contact
Preston Moberly; 515-672-4752
Description
Benefits
Questions
Job Description
Are you an experienced customer service professional seeking a career that combines professional achievement with a sense of purpose? The Iowa Department of Inspections, Appeals, and Licensing (DIAL) is seeking a highly motivated, skilled, solution-oriented, and enthusiastic professional to join our regulatory department and serve as aSecretary 2within our Administration Division! If you are passionate about making a positive impact, eager to contribute to a safer and healthier Iowa, and value work-life balance, this opportunity is for you!
Who We Are
At DIAL, our mission is toAchieve Compliance Through Education, Regulation, and Due Process for a Safe and Healthy Iowa. We strive to be an effective, efficient, and approachable regulatory agency. DIAL is comprised of eight core operational divisions, including Administrative Hearings, Health & Safety, Licensing, and more. We’re not just a regulatory agency, we’re a team dedicated to protecting the health, safety, and overall well-being of Iowans.
Position Overview
As aSecretary 2at the Department of Inspections, Appeals, and Licensing (DIAL), you will work under the supervision of the Customer Service Bureau Chief at our central office near Valley Junction in Des Moines, Iowa. This position serves as the first point of contact for visitors, providing expert guidance on DIAL operations. This role involves directing visitors to the appropriate divisions, clarifying complex terminology, and ensuring prompt customer assistance. The position also handles document routing, record maintenance, notary services, and assists in policy and procedural improvements. Additionally, the role includes administrative tasks such as proofreading communications, managing supplies and equipment, and scheduling travel.
What We’re Seeking
We’re looking for a dynamic, enthusiastic and organized professional who is passionate about delivering high-quality customer service! Successful candidates will possess the following skills and abilities:
Proficiency in English grammar, spelling, and punctuation.
Familiarity with general office procedures and equipment.
Competence in operating personal computers and using word processing, spreadsheet, and database software applications.
Effective oral and written communication skills.
Ability to establish and maintain effective working relationships with employees and the public.
Capability to interpret and follow oral and written instructions.
Record-keeping skills and ability to maintain organized files.
High ethical standards and honesty.
Excellent client and customer service, providing professional assistance in a timely manner.
Strong initiative, attention to detail, and commitment to completing tasks with minimal supervision.
Knowledge and use of Google Drive, forms, sheets, slides, and other Google products.
Familiarity with online meeting applications such as Zoom and Google Meet.
Ability to prioritize multiple projects and meet deadlines in a fast-paced environment.
Preference will be given to candidates who are bilingual in Spanish.
Responsibilities
You will be an integral member of our team, providing leadership and guidance to the department in support of the agency’s operations by:
Welcome and assist visitors, providing expert knowledge on DIAL operations.
Direct customer and guest arrivals to the appropriate division or individual.
Clarify complex licensure and DIAL-related terminology; engage relevant experts as necessary.
Provide direct responses to inquiries and collaborate with subject matter experts for prompt customer assistance.
Guide customers on database usage.
Route confidential documents to appropriate staff and scan/maintain records per Iowa's records retention policies.
Serve as a notary public, witnessing the signing of important documents.
Recommend and initiate changes to front desk policies and procedures.
Conduct training for temporary and other staff on front desk duties and related responsibilities.
Maintain attendance records, ensure desk coverage, and serve as a backup for workday approvals in Workday.
Proofread internal and external communications for accuracy, grammar, and sentence structure on behalf of the Bureau Chief.
Create standardized communication templates for routine inquiries.
Handle supply and equipment procurement, track invoices, and coordinate repair and maintenance schedules.
Manage equipment inventory, arrange for replacement and surplus sales, and facilitate transactions with buyers.
Schedule travel for staff within the bureau and make arrangements for conference attendance.
Determine the correct contact for mail parcels with no clear addressee and act as a backup for mail sorting and package intake.
What We Offer
Joining DIAL means contributing to a safer and healthier Iowa, and in return, you will enjoy:
Robust benefits, including excellent health, dental, life and vision insurance.
Generous paid time off, including vacation, paid holidays, and sick leave accrual.
Opportunities for professional development.
Flexible Spending Accounts for medical and dependent care.
Iowa Public Employee Retirement System (IPERS) Retirement Package.
Optional 401A plan with employer contribution.
Retirement Investors Club (Employer Sponsored Retirement Plan).
Employee Assistance Program for support when you need it most.
Access to an on-site employee fitness center
Employee Discount Programs from a variety of vendors (vision, cellular, fitness, and more)
For additional information on benefits click here (https://das.iowa.gov/sites/default/files/hr/Benefits_at_a_Glance.pdf) .
Excited to pursue the next step in your career? Apply today and be part of a team making a difference in Iowa!
Selectives
N/A
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)
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.) (https://das.iowa.gov/human-resources/state-employment/typing-test-information)
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
07
Have you completed a minimum of 30 semester hours of college level course work to substitute for one year of general office experience?
Yes, I have 30 semester hours of college level course work.
No, I do not have 30 semester hours of college level course work
Required Question
Agency
State of Iowa
Agency
427 Department of Inspections, Appeals & Licensing
Address
Lucas State Office Building
321 E 12th St
Des Moines, Iowa, 50319
Website
https://dia.iowa.gov/
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