Administrative Support Assistant 3

Posting number: 27-00198

Department: 400 Health & Human Services - Public Health

Job classification: Administrative Support Assistant 3

Posting type: Open

Categories: Clerical & Data Entry, Public Health, Human Services

Summary

Only applicants who meet the Minimum Qualification Requirements and meet all ***selective requirements (listed below) will be placed on the eligible list. 

The Iowa Department of Health and Human Services (HHS), Division of Public Health, Bureau of Health Statistics is seeking an Administrative Support Assistant 3 to join our team!  

This position plays an important role in ensuring the accuracy, completeness, and confidentiality of Iowa’s vital records. Working closely with the Legal Actions Supervisor and Bureau Chief, this position reviews, processes, and validates legal and statistical documents, supports vital records maintenance, and communicates with stakeholders to ensure compliance with Iowa Code and Administrative Rules.  

Vital Records Processing and Data Integrity 

• Accept and review dissolution of marriage reports to ensure accuracy and completeness, enter data into the Iowa Vital Events System (IVES), and reject incorrect reports when necessary. 
• Collect, review, and enter Induced Termination of Pregnancy (ITOP) reports into IVES, reject incomplete submissions, and create provider codes for new providers. 
• Perform the Birth/Death Match process to ensure in-state and out-of-state birth and death records align accurately. 
• Conduct manual “fuzzy” matching and contact other jurisdictions when additional verification is needed. 
• Complete infant birth/death matching and follow up when a death record has not been filed within required timelines. 
• Support vital records archival functions, including document inventory, storage protocol adherence, and collaboration on digital archiving activities. 
• Prepare certified copies of vital records following legal changes, ensuring compliance with confidentiality requirements, Iowa Code, and administrative rules. 
• Apply entitlement and legal action requirements accurately when processing requests. 
• Complete special projects and other duties as assigned.   Legal Actions Support 
• Assist with death registration activities and amendments or modifications to vital records. 
• Provide consultation to parents, attorneys, clerk of court staff, hospital personnel, government agencies, and the public regarding legal actions and the application of Iowa Code and Administrative Rules. 
• Communicate clearly and professionally, both verbally and in writing, with individuals and agencies involved in legal action processing.

Benefits

Working for the State of Iowa comes with its perks. In addition to a competitive salary, you'll enjoy a comprehensive benefits package designed to support your well-being and professional growth:

• Health, Dental, and Vision Coverage: Health and dental insurance packages to keep you and your family healthy at a low cost with outstanding coverage!
• Paid Time Off: Take time to recharge with paid time off, including vacation (96 hours/year to begin, increasing with years of service), sick leave (144 hours/year), and paid holidays (9 days/year).
• Retirement Plans: Participate in retirement plans such as IPERS (employees contribute 6.29% and the State of Iowa contributes 9.44%) as well as our Retirement Investors Club (RIC), Employer Sponsored Retirement Plan (the State of Iowa matches dollar for dollar up to $75/month).
• Flexible Spending Accounts: Take advantage of flexible spending accounts for medical and dependent care expenses.
• Insurance Coverage: Benefit from life insurance and free long-term disability insurance for added peace of mind.
• Employee Assistance Program: Access resources and support through our Employee Assistance Program for personal and professional challenges.
• Employee Discount Programs: Enjoy discounts on a variety of goods and services through our employee discount programs. 

For additional information on benefits click here.

Click here to see how we compare with other employers or offers by using our Total Compensation Calculator.

Background Checks

Applicants will be required to complete a background check to be considered for this position. 

The State of Iowa is an EEO/AA Employer

HHS values those with “lived experience” and encourages adults who were fostered as youth, foster parents, and/or parents who were in the DHS system to apply. Minorities, women, persons with disabilities and veterans are encouraged to apply (Hearing and Speech Impaired – Relay Iowa 1-800-735-2942 TDD).

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 visitwww.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. 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

***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.