Job Information
Iowa Department of Administrative Services Secretary 2 - Ames in Ames, Iowa
Secretary 2 - Ames
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Secretary 2 - Ames
Salary
$40,289.60 - $58,988.80 Annually
Location
Ames - 50010 - Story County, IA
Job Type
Full-time
Job Number
25-00746
Agency
283 - Iowa Workforce Development - Vocational Rehabilitation Services
Opening Date
10/03/2024
Closing Date
10/13/2024 11:59 PM Central
LinkedIn Tag
#LI-POST
Point of Contact
Melissa Keen - melissa.keen@iowa.gov
Description
Benefits
Questions
Job Description
Iowa Vocational Rehabilitation Services (IVRS) is recruiting to fill a Secretary 2 position in the Ames Area Office to provide administrative support to the area office supervisor and professional counseling staff, acting as the lead clerical staff person in our busy office serving Persons with Disabilities.
Responsibilities of the position are as follows, with additional duties as assigned:
Assignments include assisting the Office Supervisor with long-term planning, organization, and office initiatives that will enhance employment services for Persons with Disabilities. The Secretary 2 will serve as the community point person for referrals to IVRS and assist in answering a multi-line phone, scheduling appointments, and organize and prepare for meetings. Using various software products, the Secretary 2 will generate reports and serve as a resource for staff related to purchasing, preparation of vouchers, authorizations, and claims.
Office management duties will include organizing and assigning work to clerical and administrative support staff and reviewing for accuracy. The Secretary 2 will evaluate the clerical/secretarial productivity and solve operational problems within the office and oversee maintenance, orientation, and training for staff on all technology, as well as office procedures and processes including how to input data into the IVRS case management system. They will maintain control of record assignments and follow ups to ensure receipt of information within required and established federal timeframes. Follow up will be needed with staff to ensure work is remaining timely and consistent and this staff member will develop strategies to make workflow more responsive to job candidate needs. Additionally, they will order supplies and materials for the office.
Office responsibilities will include receiving and screening visitors, answering questions and serving as primary resource for solving problems or routing inquiries appropriately. They will open, date stamp and distribute mail along with composing letters, emails and text messages that will require research and interpretation of guidelines and policies. Prior to final drafts being distributed, they will type, proofread, check for accuracy, grammar, spelling and sentence structure on things like correspondence, reports, meeting minutes, etc.
In this role the Secretary 2 will track financial information from projects and grants, resolving discrepancies and providing claims and final reports to the supervisor for approval. Applicant should be comfortable working with third party agencies and IVRS leadership to create efficiencies. Work being submitted by others will also be reviewed for accuracy. Equipment usage and office inventory will need monitored and this staff member will maintain contact with the vendor and be able to explain authorization and payment systems. The staff member in this role will provide general information about Vocational Rehabilitation Services to the public and cooperating agencies. Awareness and/or interest in serving Persons with Disabilities is a must.
Some travel may be required.
Agency Overview
As of July 1, 2023, Iowa Vocational Rehabilitation Services has become part of Iowa Workforce Development.
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.
Click here (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 visit www.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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