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Executive Secretary

Expired Job

State Of Iowa Des Moines , IA 50301

Posted 1 week ago

Job Description:

This is a non-merit position with the Iowa Department for the Blind.

The Iowa Department for the Blind is seeking an efficient, and highly motivated professional to support the agency's Director, Commission Board, and management team. IDB is a small but energetic department.

Our mission is to empower blind Iowans to be gainfully employed and live independently. An ideal candidate will possess strong organizational skills, a high level of attention to detail, a passion for working with volunteers, good problem solving skills, and excellent customer service skills.

Duties may include but are not limited to:

Provide administrative support to the agency director, chief financial officer, and library director. Answer phone calls and check voicemail.

Keep director's calendar up-to-date. Prepare and Send out event announcements. Proofread and print documents presentations, and reports.

Read mail and inaccessible documents. Schedule meetings and maintain room calendars. Prepare "thank you" notes for the director's signature for all contributions and donations received.

Work with the director on submission of agency administrative rules. Have basic knowledge of process and formatting as requested by the Legislative Services Agency. Handle media matters when requested by the Director or refer as appropriate. Notarize agency and client documents

Produce or arrange for the production of transcripts of personnel investigations and other confidential proceedings. Work with personnel assistant to collect and organize personnel documents.

Assist in the production of suspension and termination letters for all program managers and the Commission Board. Handle other confidential, sensitive, or controversial matters and communications.

Serve as secretary to the Commission Board. Record and take minutes at all Commission Board meetings.

Work with Commission Chair to produce Board meeting agendas. Post to website and mail out board meeting packets. Ensure minutes and recordings are posted to the department's website. Ensures that Commission understands and adheres to open meetings laws and follows proper meeting procedures.

Respond by email or telephone to requests from legislators, staff, clients, and the public inquiring about a variety of matters, e.g., operating procedures, complaints, requests for assistance, etc. Determine appropriate responses and refer if necessary.

Schedule Serve as an agency resource to all staff regarding National Voter Registration Act. Serve as agency liaison to the Secretary of State. Process all incoming requests or declinations to vote.

Mail requests to vote to the appropriate county auditors' offices. Prepare monthly mailings to clients who have had changes of address. Follow all regulations in the processing, filing and storage of NVRA records.

Prepare a daily log of all incoming receipts. Verify all funds received against deposits made to the Treasurer of State. Make logs available to Auditor of State staff upon request. Coordinate all department external printing needs.

Serve as agency volunteer coordinator. Lead Service Enterprise Initiative certification activities.

Serve as the agency contact to the governor's office and the Iowa Commission on Volunteer Service. Work with Department staff in the yearly submittal of nominees to receive governor's volunteer awards.

Schedule staff PDS courses and make arrangements for other trainings. Arrange all out-of-state travel including creating TDAs and making reservations using a travel purchasing card.

Other duties as assigned.
8:00 a.m. 4:30 p.m., Monday Friday

Minimum Qualification Requirements

Experience equal to six years of full-time work in a secretarial or administrative support capacity for a manager/administrator of a major program area;

OR

certification from the State of Iowa Administrative Assistant Certificate Program will substitute for six months of the required experience;

OR

an equivalent combination of education and experience substituting thirty semester hours of accredited undergraduate coursework for one year of the required experience to a maximum of four years.

For additional information, please click on this link to view the job description. Additional Qualification Requirements

DESIRABLE QUALIFICATIONS:

Preference will be given to any qualified applicants able to perform the following functions:

  • Communicate effectively, both verbally and in writing.

  • Work independently.

  • Manage multiple tasks with professionalism and a focus on customer service.

  • Work cooperatively with department and other agencies' staff.

  • Demonstrate computer competencies and knowledge of Microsoft Office

  • Demonstrate a high-level of organization and positive, helpful customer service.

  • ability to proofread and format documents, handouts, and presentations

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Executive Secretary

Expired Job

State Of Iowa