Administrative Support Assistant 3 - Polk Co

Job Description

The approximately 345 employees of the Iowa Department of Agriculture and Land Stewardship (IDALS) are responsible for a wide range of programs that affect the quality of life of every Iowan. Both Iowans living on the farm and those in our towns and cities are impacted almost daily by the work of the Department.

The Meat & Poultry Inspection Bureau is recruiting for a full-time Secretary 2 position, working from the Bureau’s main office at the Wallace State Office Building, Des Moines, Iowa. The successful candidate will provide administrative support to the Bureau’s mission of inspecting locker plants, small packing plants, and other meat processing facilities to ensure compliance with food safety and animal handling standards under the Iowa Meat and Poultry Inspection Act.

Essential Duties

• Provides administrative support to the Bureau Chief and office staff, answers main phone line, directs calls and visitors, processes incoming and outgoing mail, and manages Bureau's main email inbox.
• Receives, organizes and files reports from staff, tracks completion of reports and required training, and sends reminders to staff on missing reports.
• Compiles and organizes data received into spreadsheets, reports key information to federal counterparts, and ensures completeness.
• Inventories supplies, receives requests from office and field staff, researches cost-effective sources and completes purchase requests.
• Maintains electronic and hard copy plant files, starts new files for prospective new facilities, shreds documents and closes files for withdrawn facilities according to Bureau policy.
• Manages plant licensing process, including maintenance of licensing database, processing of licensing applications and grants of inspection, and yearly renewals.
• Assists in maintenance of labeling tracking logs and database; copies or destroys label information as directed for new submissions or rescinded labels.
• Serves as a backup to assist staff with simple tasks involving navigation and use of Workday system and other computer programs.
  
  

The Preferred Candidate Would

• Possess excellent oral and written communication skills, and demonstrate the ability to maintain cordial professional relationships with staff, other agencies, and industry representatives.
• Be independent and motivated, able to work successfully and efficiently from the office or home without extensive supervision, and quickly master new duties and procedures.
• Have experience in collection and management of data, manipulation of Excel and Access files, and reporting of consolidated information to outside agencies.
• Be familiar with procedures for inventory and ordering of supplies, including research on pricing and working with vendors to ensure correctness of special-order purchases.
• Possess a good working knowledge of Microsoft Office programs and other common software, sufficient to both complete administrative tasks and assist other staff with simple tasks and troubleshooting of these programs.
• Possess a strong working knowledge of the state’s Workday personnel management system or similar systems, sufficient to provide guidance and support to Bureau staff on simple tasks.
  
  

Applicants may attach a cover letter and resume to their application. Application materials can be uploaded in the Attachments Section during the application process.

E-Verify and Right to Work: The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees. Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States. The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization. For more information, please visit www.e-verify.gov .

Benefits

As an employee of IDALS you are a State of Iowa employee and eligible for a comprehensive benefits package that includes:

• Low out of pocket, high quality family medical insurance as low as $187.00 per month, single as low as $56.00 per month
• Dental insurance is free for single and $45.00 per month for family coverage
• $20,000 basic life insurance at no cost, voluntary supplemental life for an additional cost, and long term disability insurance at no cost
• Exceptional retirement package includes IPERS (Iowa Public Employee Retirement System) which is a fixed income or defined benefit pension plan
• In addition to IPERS a deferred compensation plan (similar to a 401K) with a state match of up to $75.00 per month
• Paid leave includes – 9 holidays, sick, vacation, military leave, and jury duty leave
  
  

To learn more about benefits available as a State of Iowa Employee click here to visit the web page

Minimum Qualification Requirements

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

• Two years of full-time work experience in general office, clerical, data entry/processing, or related work.
• A total of two years of education and/or full-time experience (as described in number one), where thirty semester hours of accredited college or university coursework in any field equals one year of full-time experience.
• Current, continuous experience in the state executive branch that includes six months of full-time work as an Administrative Support Assistant 2 or eighteen months of full-time work as an Administrative Support Assistant 1.
  
  

For more information click on this link to view the job description

Additional Qualification Requirements

Within a period of time after hire, as determined by the appointing authority, employees in this class may be required to type at least 40 WPM net as demonstrated by the completion of a typing examination.