Executive Secretary

State Of Iowa Des Moines , IA 50301

Posted 2 weeks ago

Job Description:

This is a non-merit position with the Iowa Department on Aging.

Only applicants who meet the Minimum Qualification Requirements and meet all selective requirements will be placed on the eligible list.

The Iowa Department on Aging is looking to fill an Executive Secretary to assist the state. This position provides administrative support to the Department Director; Department Commission and other personnel assigned to the Office of the Director such as the Public Information Officer. Provides Administrative support to the Policy and Planning Division

This position will support the Department Director in managing the overall operations of the Iowa Department on Aging. Normative duties include but are not limited to typing various documents; coordinating schedules; scheduling meetings; making or returning calls; researching policies and procedures; branding documents as needed; creating and maintaining files; maintaining a current log of all of Iowa Aging Operational Guidance (IAOG) correspondence sent to the Area Agencies on Aging (AAA's); maintains records of all public meetings held by the Department; Makes travel arrangements for the Director and Policy and Planning Division; Completes required travel documents; Manages the administrative duties associated with the operation of the Iowa Commission on Aging; Provides administrative support to the Department Commission members as needed or requested.

In the Directors absence, keeps Assistant Director informed of any issues needing attention and keeps the Assistant Director informed of deadlines and other dates certain. Maintains the storage space allocated to the Office of the Director. Manages and Monitors Department duplicate key system.

Organizes and manages the Department's N/Shared drive. Monitors the submission of reports required by the Campaign & Ethics Disclosure Department. Assists the Director as needed in creating documents for the Iowa Governor's Office, the Iowa General Assembly and the State of Iowa Congressional delegation.

Per the guidance of the Department Director provides internal personnel support. Specific duties include but are not limited to the reconciliation of employee time sheets; Orienting new personnel to the Department; Keeping Department supervisors aware of upcoming employee evaluation dates; Tracks and provides information to the Department supervisors on employees use of sick time, vacation time, accrued leave, etc; Drafting documents as needed. Functioning as the Department's liaison to DAS Human Resource Associate.

Provides administrative support to the Department's Public Information Officer. Assists as needed with distribution of materials; editing documents; researching information and coordinating general administrative functions.

Provide administrative support to the Policy and Planning Division. Examples would be proof reading documents and branding documents; creating spread sheets and templates; coordinating the administrative details of Department training events and assisting as needed in meetings with Area Agencies on Aging or other Department stakeholders.

Manages the Departments Records Retention and Archival plan and system.

Operates and maintains all aspects of document archiving for the Department and coordinates with the archivist for the OSLTCO; provides technical assistance to Department personnel related to archiving schedules and the most current policies and procedures related to archiving materials; As required by Iowa Code, sends published Department documents to the State Librarian; Reminds staff members to destroy outdated documents that exceed department archiving schedules and policies. Monitor Department archival records in coordination with the archivist for the OSLTCO; Makes recommendations to the management staff of any efficiencies/inefficiencies within the Department's archiving system; Acts as the Department liaison to the Iowa Department of Cultural Affairs in relationship to the department's archiving system.

Other duties as assigned that further the mission of the Iowa department of Aging.

Selectives
482 Office Management
6 months' experience or 12 semester hours or a combination of both where the applicant has received training in or been in charge of all or part of an office operation that included all or some of the following:

  • Correspondence and other files and recordkeeping

  • Answering phones and greeting the public

  • Cashiering

  • Bill collection and payment

  • Accounting

  • Facility management

  • Secretarial and general clerical work

Coursework or experience limited to straight clerical functions is not applicable; the applicant must have education or experience aimed at managing these operations, even in a one-person office, where they were the primary party responsible for them. The applicant may have also supervised other staff but that is not required as long as they were in charge of managing the office or have taken coursework concerned with managing an office. 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.



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Executive Secretary

State Of Iowa