Secretary 2

Are you an experienced customer service professional seeking a career that combines professional achievement with a sense of purpose? The Iowa Department of Inspections, Appeals, and Licensing (DIAL) is seeking a highly motivated, skilled, solution-oriented, and enthusiastic professional to join our regulatory department and serve as a Secretary 2 within our Administration Division! If you are passionate about making a positive impact, eager to contribute to a safer and healthier Iowa, and value work-life balance, this opportunity is for you!

Who We Are

At DIAL, our mission is to Achieve Compliance Through Education, Regulation, and Due Process for a Safe and Healthy Iowa. We strive to be an effective, efficient, and approachable regulatory agency. DIAL is comprised of eight core operational divisions, including Administrative Hearings, Health & Safety, Licensing, and more. We're not just a regulatory agency, we're a team dedicated to protecting the health, safety, and overall well-being of Iowans.

Position Overview

As a Secretary 2 at the Department of Inspections, Appeals, and Licensing (DIAL), you will work under the supervision of the Customer Service Bureau Chief at our central office near Valley Junction in Des Moines, Iowa. This position serves as the first point of contact for visitors, providing expert guidance on DIAL operations. This role involves directing visitors to the appropriate divisions, clarifying complex terminology, and ensuring prompt customer assistance. The position also handles document routing, record maintenance, notary services, and assists in policy and procedural improvements. Additionally, the role includes administrative tasks such as proofreading communications, managing supplies and equipment, and scheduling travel.

What We're Seeking

We're looking for a dynamic, enthusiastic and organized professional who is passionate about delivering high-quality customer service! Successful candidates will possess the following skills and abilities:

• Proficiency in English grammar, spelling, and punctuation.

• Familiarity with general office procedures and equipment.

• Competence in operating personal computers and using word processing, spreadsheet, and database software applications.

• Effective oral and written communication skills.

• Ability to establish and maintain effective working relationships with employees and the public.

• Capability to interpret and follow oral and written instructions.

• Record-keeping skills and ability to maintain organized files.

• High ethical standards and honesty.

• Excellent client and customer service, providing professional assistance in a timely manner.

• Strong initiative, attention to detail, and commitment to completing tasks with minimal supervision.

• Knowledge and use of Google Drive, forms, sheets, slides, and other Google products.

• Familiarity with online meeting applications such as Zoom and Google Meet.

• Ability to prioritize multiple projects and meet deadlines in a fast-paced environment.

• Preference will be given to candidates who are bilingual in Spanish.

Responsibilities

You will be an integral member of our team, providing leadership and guidance to the department in support of the agency's operations by:

• Welcome and assist visitors, providing expert knowledge on DIAL operations.

• Direct customer and guest arrivals to the appropriate division or individual.

• Clarify complex licensure and DIAL-related terminology; engage relevant experts as necessary.

• Provide direct responses to inquiries and collaborate with subject matter experts for prompt customer assistance.

• Guide customers on database usage.

• Route confidential documents to appropriate staff and scan/maintain records per Iowa's records retention policies.

• Serve as a notary public, witnessing the signing of important documents.

• Recommend and initiate changes to front desk policies and procedures.

• Conduct training for temporary and other staff on front desk duties and related responsibilities.

• Maintain attendance records, ensure desk coverage, and serve as a backup for workday approvals in Workday.

• Proofread internal and external communications for accuracy, grammar, and sentence structure on behalf of the Bureau Chief.

• Create standardized communication templates for routine inquiries.

• Handle supply and equipment procurement, track invoices, and coordinate repair and maintenance schedules.

• Manage equipment inventory, arrange for replacement and surplus sales, and facilitate transactions with buyers.

• Schedule travel for staff within the bureau and make arrangements for conference attendance.

• Determine the correct contact for mail parcels with no clear addressee and act as a backup for mail sorting and package intake.

What We Offer

Joining DIAL means contributing to a safer and healthier Iowa, and in return, you will enjoy:

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

• 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 and be part of a team making a difference in Iowa! N/AExperience equal to two years of full-time general office work, one year of which must have involved secretarial or related administrative support duties;

OR

post high school course work in an accredited secretarial, business, or closely related curriculum may be substituted for the required experience on a month-for-month basis;

OR

completion of thirty (30) semester (or equivalent) hours of undergraduate college level course work may be substituted for the one year of required general office experience;

OR

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

OR

employees with current continuous experience in the state executive branch that includes the equivalent of one year of full-time work as a Secretary 1.

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

Typing Requirement: Applicants may be required to have the ability to type 40 wpm net.  If included in the Minimum Requirements of this job vacancy, you must provide verification of your typing score prior to the closing date of this vacancy. (Click here for more details about the typing test.)