Administrative Support Assistant 2

Posting number: 27-00250

Department: 131 Iowa Department for the Blind

Job classification: Administrative Support Assistant 2

Posting type: Open

Categories: Office and Administrative Support

Summary

The Iowa Department for the Blind (IDB) is seeking an organized, problem-solving, detail-oriented, and collaborative Administrative Support Assistant 2 to join our Independent Living team. In this administrative support role, you will serve to support a dynamic team of Independent Living (ILIV) Case Managers-Rehabilitation Teachers as well as the ILIV Program Administrator, where our focus provides training and other support to Independent Living and Vocational Rehabilitation clients of our agency. This position requires someone with experience or operation who can provide a level of moderate complexity to support the team.  The position is available Monday through Friday from 8 AM to 4:30 PM.

What You’ll Do:

 30% Administrative Operations & Office Management

• Serve as the Administrative Support Assistant for Independent Living Case Managers-Rehabilitation Teachers, Program Administrator and other program staff.
• Assists to ILIV Program Administrator in coordinating the activities of the Independent Living Quarterly Forum.
• Coordinate and manage clerical operations and administrative workflow processes. 
  • Recommend workflow, process improvements to increase office efficiency, responsiveness by escalating unresolved concerns when necessary. 
• Schedule division staff meetings, reserve meeting rooms and assists to schedule employee or other related trainings, and book team member calendars.
• Cancel appointments for ILIV Case Managers-Rehabilitation Teachers and/or Program Administrator’s or other program staff when unavailable or unable to make their own cancellations.
• Schedule, organize, attend, and take minutes for management and team meetings. 
• Assist with booking staff hotels accommodations as requested. 
• Review first level of bi-weekly payroll timesheets and other related processes, as requested.
• Monitor office equipment usage and maintain office supply inventory. 
• Recommend office supplies, materials, personal protective equipment, and first aid supplies including those needed by field staff. 
• Procure office supplies, materials, personal protective equipment, and first aid supplies in a timely manner and where applicable disseminate to field staff.
• Order authorized aids, devices and equipment as authorized by ILIV Case Managers-Rehabilitation Teachers.
• Test all authorized aids, devices, and equipment necessary for any defects, notifying vendor where applicable.
• Maintain aids, devices, and equipment inventory records through invoice tracking.
• Distribute orders to field staff timely.
• Code then submits invoices to the Accounting Division for timely processing.
• Open, sort, and distribute incoming division mail. 
• Type, proofread, and prepare reports, correspondence, meeting minutes, and related documents for accuracy and professional quality. 
• Assist in contacting all support groups on the IDB website to validate information is updated annually.
• As requested, assist ILIV Program Administrator with special projects and mass mail outs projects.

30% Case Management & Reporting Support

• Assist with administrative support functions for Independent Living program.
• Monitor confidential fax line for eye reports.
• Ensure ILIV Case Managers and Rehabilitation Teachers have an adequate supply of application packets.
• Process and assign referrals, document case actions through case notes, send Next Steps letters, review Independent Living Plans for accuracy and completeness, and process correspondence, forms, reports and case files, in a timely manner.
• Assist with review of client records and documentation to ensure compliance with federal, state, and agency requirements, when requested.
• Assist with some data gathering, tabulation, research, and reporting activities. 
• Send out client survey forms.
• Maintain confidential files for clients served. 
• Report any malfunctions related to case management system timely for resolution.
• Serve as a primary resource for questions, problem solving, and routing inquiries appropriately. 

 25% Customer Service & Staff Support

• Provide quality customer service internally and externally, utilizing all relevant professional skills, including, but not limited to, language and computer skills.   
• Receive any walk-in visitors and telephone calls.
• Serve as a primary resource for questions, problem solving, and routing inquiries appropriately. 
• Serve as a resource for staff regarding purchasing procedures, authorizations, claims, and administrative processes. 
• Coordinate communication with internal staff, vendors, service providers, and community partners to support efficient operations. 
• Assist management in identifying and resolving workflow issues and escalating unresolved concerns when necessary. 
• Rotate front desk duties weekly, as scheduled.

15% Professional Conduct

• Works with integrity, exhibit professional and respectful behavior to staff, customers, and the public.  This includes exhibiting a positive attitude, being dependable, and maintaining cooperative and productive relationships with co-workers, supervisors, and subordinates.   
• Responsible and reliable in attendance.
• Special assignments as assigned for the achievement of agency goals and objectives.   
• Other duties as assigned.

Essential Functions:

 Administrative – Administrative and office procedures and systems such as word processing, managing files and records, transcribing correspondence, workplace terminology, proof reading, operates standardized and specialized office equipment, reviews bi-weekly staff payroll, support accommodation requests of the team, and supports all ILIV staff and management administratively.

Clerical Procedures – Word processing, managing all office program files and records in an organized fashion.

Customer and Personal Services – Principles and process for providing customer and personal services. This includes assisting to process customer referrals, taking and returning customer calls, routing voice messages, and processing customer satisfaction forms.

Scheduling - As requested, book staff travel and training appointments and/or division meetings.

Case Management – Responsible to sets up and maintains all case files, whether paper or electronic. Assists with entering case management notes related to new referees and correspondence letters mailed to referees. Support field staff with case management requests through Work Requests received.

Front Desk Representative - Act as office receptionist for the agency to welcome and direct guests and callers of the agency

Benefits:

At the State of Iowa, we are committed to your well-being. As a valued team member, you'll enjoy a comprehensive benefits package that includes:

• Paid Time Off: Enjoy vacation with accruals that roll over on a yearly basis, sick leave with no limits on accrual and 9 paid holidays per year.
• Great Benefits: Excellent Health, Dental, and Vision Insurance Options.
• Retirement Plan: IPERS Retirement package and an option for a deferred compensation plan.
• Flexibility: Flexible Spending Accounts (medical and dependent care).
• Life Insurance: Free Life Insurance.
• Support: Employee Assistance Programs and Employee Discount Programs.

To learn more about the benefits of working with the State of Iowa, visit our benefits webpage.

It is the policy of the Department for the Blind to conduct background checks on all finalist candidates prior to any offer of employment.

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.

Examples of duties

083 Typing Score of 40 or greater (40-49 WPM):
 Information about typing tests and scores related to State of Iowa employment can be found at: https://das.iowa.gov/human-resources/state-employment/typing-test-information

***Please Note: If you do not have a test, you may schedule a time with IowaWorks locations across the state, schools or other places to take tests.  We are temporarily allowing ONLINE tests. Many free and reliable tests can be found by searching online.  A site that has been popular amongst applicants is speedtypingonline.com. You may also use typing.com or typingtest.com. The test can be accepted if it is witnessed by another person and it has met the requirements/guidelines on the document submitted.  

To be considered passing, a Typing Test must be attached in the attachments section of the online application.

Qualifications

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

1. One year of full-time work experience in general office, clerical, data entry/processing, or related work.
2. A total of one year 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 1.

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

Supplemental information

***To be considered, a **Typing Test must be attached in the attachments section of the online application.

***These guidelines must be met and need to be on the typing document you submit:

• Gross number of words typed in a 5-minute timed test
• Number of errors
• Net words per minute (one point deduction for each error)
• Your name and date must be on the document submitted to this office.
• And it must be signed off by a witness or from the typing website's electronic signature. 
• Tests must be attached to the online application.