Administrative Assistant 2

Job Description

This position is hybrid with the hired candidate working at least 2 days in Des Moines office per week. The hired candidate must reside in the state of Iowa

The Iowa Department of Aging (IDA) and Department of Human Services (DHS) merged on July 1, 2023, to form one agency, the Iowa Department of Health and Human Services (HHS). HHS, Aging and Disability Service Division, is seeking an Administrative Assistant 2 who will be responsible for multiple activities in support of the Preventative and Protective Services Bureau. This position will serve as Administrative Assistant to the Bureau Director performing administrative program work of a moderate to considerable scope and diversity assisting with program responsibilities; performs related work as required to support the 4 programs within the bureau.

Duties include coordinating, prioritizing and communicating with internal and external stakeholders on bureau projects and efforts. Tasks include but are not limited to manage/lead the bureau’s Sharepoint site, monitoring responses including bill review, requests for information, fiscal notes, exceptions to policy and other requests on a daily basis, facilitating program purchases for compliance with budget, meeting facilitator to include scheduling, planning and note-taking. This position will also support the division with travel arrangements, preparing and processing vouchers for payment of travel and other purchases/expenses.

This position will coordinate reports required for federal formula grants and discretionary grants as it relates to programs within the Preventative and Protective Services Bureau. Responsibilities may include assisting with the development of budget proposals, participating in hiring processes and prioritizing continually changing bureau requests and providing appropriate notifications.

Critical attributes to the success of the Administrative Assistant 2 include:

• Demonstrated expertise as a self-directed problem-solver with high standards for quality and a strong commitment to public service.
• Exceptional communication skills, both written and oral, and the ability to communicate effectively with diverse audiences and in a variety of contexts.
• Consistently maintain effectiveness even when experiencing changes in work responsibilities, priorities and deadlines and takes prompt action to accomplish objectives; champions policy/ practice changes instituted by upper management as well as a willingness to identify issues and address them proactively and collaboratively.
• Exceptional organizational skills, including the ability to independently prioritize tasks and not only work on multiple projects simultaneously, but also be able to provide status updates on projects at a moment’s notice. Must have the ability to report for work regularly and on time, follow instructions and directives, and build positive relationships with others.
  
  

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

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

• Graduation from an accredited four-year college or university with a bachelor's degree in any field, and experience equal to one year of full-time administrative support (e.g., screening visitors and callers; opening/distributing mail, typing/proofing documents, letters, and reports; organizing files; scheduling meetings/appointments; arranging travel; processing travel claims; ordering supplies/equipment) or technical support work (e.g., determining budget, personnel, and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness).
• A total of five years of education and/or full-time experience (as described in number one) where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience.
• Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as an Administrative Assistant 1.
  
  

For additional information, please click on this link to view the job description .