Administrative Support Assistant 3 - Licensing Specialist

Posting number: 26-03471

Department: 427 Department of Inspections, Appeals & Licensing

Job classification: Administrative Support Assistant 3

Posting type: Open

Categories: Clerical & Data Entry, Office and Administrative Support

Summary

The Iowa Department of Inspections, Appeals, and Licensing (DIAL) is seeking a highly motivated, skilled, solution-oriented, and enthusiastic individual to join as a Licensing Specialist within our Professional Licensing Division at our central office near Valley Junction in Des Moines, Iowa.

Who We Are:

DIAL’s mission is to Achieve Compliance through Education, Regulation, and Due Process for a Safe and Healthy Iowa. Our goal is to be an effective, efficient and approachable regulatory agency. DIAL is a multifaceted regulatory agency charged with protecting the health, safety, and well-being of Iowans, and is comprised of eight core operational divisions: Administrative Hearings, Building & Construction, Health & Safety, Investigations, Labor/OSHA, Professional Licensing, Workers’ Compensation, and Administration.

What We're Seeking:

The successful candidate for this fast-paced position is a motivated, organized, and detail-focused individual. Applicants should have a proven track record of completing tasks on a strict deadline, sound judgment and decision-making ability, and have excellent customer service skills.

Desired qualifications include:

• Proven experience in administrative support, licensing, credentialing, or a related regulatory field.
• Exceptional customer service and professional communication skills (both written and verbal).
• Strong ability to read, comprehend, and interpret complex administrative rules and academic documents.
• Proficiency in data entry and navigating web-based databases and software systems.
• High level of discretion and integrity when handling confidential and sensitive information.
• Excellent organizational skills with the ability to prioritize tasks effectively in a high-volume environment.

What You'll Do:

 License Processing & Administration

• Evaluate Applications: Process licensure applications using our dedicated licensing software system, making independent determinations regarding each applicant’s eligibility.
• Review Credentials: Carefully review and interpret supporting documents, including academic transcripts, test scores, and professional credentials.
• Manage Financials & Issuance: Process licensure fees, issue official licenses and certificates, and maintain accurate daily records in the online system.
• Board Support: Prepare applications and supporting documents for Board review when required per established policies and procedures.
• Maintain Confidentiality: Handle sensitive documents strictly in accordance with established codes and administrative rules.

Customer Service & Communication

• Advise Applicants: Provide prompt, accurate, and courteous guidance to applicants regarding procedures and requirements via phone, email, and in-person consultations.
• Handle Inquiries: Answer high volumes of inquiries from individuals, schools, and businesses concerning initial licensure, out-of-state relocation, and continuing education (CE) requirements.
• Manage Correspondence: Draft and send written communications to applicants regarding their application status. Actively monitor and reply to "Contact Us" inquiries and general email correspondence.
• Collaborate: Consult with board support counterparts to maintain seamless communication between the licensure department and the boards.

Verification & Compliance

• Public Access: Assist stakeholders in accessing public licensure information and active licensee lists through our web-based database.
• Team Contribution: Participate in bureau staff meetings, prioritize tasks to ensure timely answers to a large number of queries, and perform other duties as assigned during peak workload periods.

What We Offer:

When you join DIAL, you help to make Iowa safer and healthier, while enjoying an outstanding benefits package! 

In addition to providing a positive work environment, we offer a great compensation package for all our full-time employees, including:

• Robust benefits, including excellent health, dental, life and vision insurance.

• Teleworking options after the first six months.

• 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.

 Excited to pursue the next step in your career? Apply today!

Background check required.

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.

Qualifications

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

1. Two years of full-time work experience in general office, clerical, data entry/processing, or related work.
2. 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.
3. 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

Supplemental information

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.