Secretary 1

at  State of Iowa

JOB DESCRIPTION

This position is to provide support services for case managers and management to include being a receptionist for field services clients reporting in for appointments, answering telephone calls from clients and community members and directing the caller to the appropriate staff person and proofing reports. Central point of coordination for processing EDMS and eFiling notifications. Answers residential switchboard and documents resident movements. Data entry in ICON.
Relays general instructions/messages and contacts employee to collect and consolidate data, maintains control records of assignments, projects, reports, correspondence, etc); follow up to ensure receipt of the information required within established time frames. (Help Desk Tickets, PSI assignments, PrAssignment lists), transcribes tables, letters, notices, reports, and miscellaneous documents from rough drafts, stenographic notes, or tapes, reviews reports prior to filing EDMS, Screens EDMS and eFiling notices, reviews orders, forwards documentation to appropriate staff, attaches required documents in ICON, schedules and/or reschedules appointments, meetings, conferences, etc., documents in ICON and/or notifies employees of changes via email and/or telephone, relays specific instructions/messages and maintains records of assignments to insure required established time frames are met, initiates changes in office policies/procedures; may train, assign, review, and assist with on-boarding new clerical employees. Clerical staff assist case managers with ICON data entry issues (when staff are unable to submit reports), inventories office supplies and equipment and notifies Personnel Specialist when supplies need ordered and/or office equipment needs repaired or serviced, opens and distributes all department mail; insures outgoing mail is delivered to post office; composes standardized responses to routine inquires, maintains files and records, gathers/summarizes statistical information or data from files and records.
Mon - Fri: 0800 - 1630; some travel

What we offer:

• Team-oriented, positive work environment
• Excellent affordable benefit package
• Paid holidays plus vacation and sick time
• Iowa Public Employees’ Retirement System (IPERS) retirement plan
• Optional retirement savings 457 plan with employer contributions
• Employee discount programs

Preferred characteristics and abilities:

• Self-driven
• Flexible and open to change
• Ability to maintain confidentiality
• Attention to detail
• Strong organizational skills
• Ability to collaborate
• Positive attitude

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. (Download PDF reader)

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.)

Please refer the Job description for details