Goverment Jobs
Published
March 15, 2019
Location
Iowa City - 52240 - Johnson County, Iowa
Category
Job Type

Description

Job Description

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

The Iowa Vocational Rehabilitation Services is looking to fill an Secretary 2 - Office Manager to assist the state.

Iowa Vocational Rehabilitation Services (IVRS) is recruiting to fill a Secretary 2 position in the Iowa City Area Office to provide confidential and executive administrative support to The Area office Supervisor & Professional counseling staff, acting as the lead clerical staff person in our busy office serving Persons with Disabilities. Responsibilities of the position are as follows, with additional duties as assigned.

Assignments include assisting the Office Supervisor with long-term planning, organization, and office initiatives that will enhance Employment services for Persons with Disabilities. Sec II will serve as the community point person for referrals to IVRS. This individual will also maintain personnel and confidential files to include new hire packets, HR information, first reports of injury, OSHA and travel records along with maintaining attendance and performance records, researching and summarizing information from files. The Secretary 2 will also answer a multi-line phone, schedule appointments, and make travel and accommodation arrangements for meetings, and organize events such as the National Disability Employment Awareness Month Celebration, and communication updates to Local Elected Officials. Using various software products, (Google, Dragon Dictation, and Excel) will generate reports and serve as a resource for staff related to purchasing, preparation of vouchers, authorizations and claims. The Sec II will coordinate and provide clerical oversight and internal controls for the Human Resource Information System processes (timesheet) for payroll and calendar leave with the supervisor for the Area Office.

Office management duties will include organizing and assigning work to clerical and administrative support staff and reviewing for accuracy. The Sec 2 will evaluate the clerical/secretarial productivity and solve operational problems within the office. Sec 2 will oversee maintenance, orientation, and training for staff on all technology, as well as office procedures and processes including how to input data into the IVRS case management system. They will maintain control of record assignments and follow ups to ensure receipt of information within required and established federal timeframes. Follow up will be needed with staff to ensure work is remaining timely and consistent and this staff member will develop strategies to make work flow more responsive to job candidate needs. Additionally, they will order supplies and materials for the office.

Office responsibilities will include receiving/screening visitors, answering questions and serving as primary resource for solving problems or routing inquiries appropriately. They will open, date stamp and distribute mail along with composing letters, emails and text messages that will require research and interpretation of guidelines and policies. Prior to final drafts being distributed, they will type, proofread, check for accuracy, grammar, spelling and sentence structure on things like correspondence, reports, meeting minutes, etc.

This Secretary 2 will track financial information from projects and grants, resolving discrepancies and providing claims and final reports to the supervisor for approval. Applicant should be comfortable working with third party agencies and IVRS leadership to create efficiencies. Work being submitted by others will also be reviewed for accuracy. Equipment usage and office inventory will need monitored and this staff member will maintain contact with the vendor and be able to explain authorization and payment systems. The staff member in this role will provide general information about Vocational Rehabilitation Services to the public and cooperating agencies. Awareness and/or interest in serving Persons with Disabilities is a must.

Some travel may be required

Selectives

081 Typing Score of 60 or greater (60-69 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

Minimum Qualification Requirements

Experience 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.

Join Us!
Whether it's caring for those in need, making highways safer, or improving agriculture production, the work that we do matters to the people of Iowa.

We take our responsibilities and the public trust very seriously. We are committed to delivering the services that matter most to the people of Iowa. If you have the skills, the commitment and the desire to make a difference, then we invite you to explore the career opportunities available with the State of Iowa.

Career Choices
State government is one of the largest employers in Iowa, and also one of the most diverse. From state trooper to nurse to engineer, the state offers a wide variety of career opportunities.

Benefits
The state offers paid vacation, sick time and holidays, a defined benefit retirement plan, health, dental, vision, and long-term disability insurance along with flexible spending accounts. For more information, please visit the executive branch employee benefitswebsite.

The State of Iowa is committed to providing an outstanding employment experience. Check out this Benefits Beyond the Paycheck brochure.

01
Do you understand that the answers to all of the following questions must be truthful, honest, and accurate to the best of your ability?
Please read all questions and answers thoroughly and make sure you understand them completely. Ensure the answers to your questions match the information filled out on your application and the attachments you have uploaded. If the answers to your questions are inconsistent with your application information or uploaded attachments, you will be given zero points for the question. Knowingly misrepresenting the facts when submitting any information related to an application, examination, certification, appeal, or any other facet of the selection process will result in your disqualification from this application and future employment with the state of Iowa.

  • Yes - I understand and agree.
  • No
02
PLEASE READ CAREFULLY
Have you filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. 611 et seq?

  • No - I have NOT filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. 611 et seq
  • Yes - I HAVE filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. 611 et seq
03
Do you have experience equal to two years of full-time general office work, one year of which must have involved secretarial or related administrative support duties?

  • Yes
  • No
04
How many months of COMBINED post high school course work in an accredited secretarial, business, or closely related curriculum AND full-time clerical work experience do you have?

  • Less than six months of the combined identified education and work experience
  • Six months to less than one year of the combined identified education and work experience
  • One year to less than two years of the combined identified education and work experience
  • Two years or more of the combined identified education and work experience
05
If you have completed the certification from the State of Iowa Administrative Assistant Certificate Program, how many months of full-time clerical work experience do you have?

  • Not applicable - I have not completed the State of Iowa Administrative Assistant Certificate Program
  • No experience to less than six months of the identified experience
  • Six months to less than one year of the identified experience
  • One year to less than one and a half years of the identified experience
  • One and a half years or more of the identified experience
06
If you are a CURRENT employee for the State of Iowa (executive branch): How many months do you have of current continuous experience in the state executive branch that includes full-time work experience in the classification of Secretary 1?

  • Not applicable - I am not an employee for the employee for the State of Iowa (executive branch
  • Less than one year of work experience in the classification of Secretary 1
  • One year or more in the classification of Secretary 1
07
State of Iowa Typing Test Submission - Have you taken a typing exam and submitted your Typing Score of 60 or more? NOTE: Tests MUST be attached to the application for position you are applying for OR submit to [email protected] 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

  • Yes - I have taken and submitted a typing test meeting guidelines outlined above in website
  • No - I have NOT taken and submitted a typing test meeting guidelines outlined above in website

* Required Question