Records Indexing/Scanning Administrative Support Assistant 1

State of Iowa•Ankeny - 50021 - Polk County, IA

8d•Onsite

About The Position

The Iowa Department of Transportation’s Motor Vehicle Division is hiring an Administrative Support Assistant 1 in the Bureau of Enforcement, Auditing and Records in Ankeny, Iowa. The position supports the Division by providing professional customer service, reviewing applications, requesting personal information from motor vehicle records, and maintaining records of Driver’s Privacy Protection Act agreements. The role contributes to the Iowa DOT’s service mission and is guided by its CORE values: Safety First, People Matter, Customer Focused, Servant Leadership, and Integrity Without Exception. The position operates a mass document scanner and imports documents into the imaging system, indexing and routing records according to customer information, route codes, and written instructions. It also reviews scan quality and document contents, creates and verifies customer records, provides backup mailroom support, and processes driving record inquiries. Driving records must be maintained in compliance with Iowa Code, Administrative Rules, and federal MCSIA requirements. The scheduled hours are Monday through Friday, 8:00 AM to 4:30 PM, with a flex schedule available. No specific education or work experience is required. After hire, the appointing authority may require employees to demonstrate a typing speed of at least 40 net words per minute within a specified period. Applicants selected for employment must pass the background check required for this REAL ID-covered position.

Requirements

No specific education or work experience is required.
May be required after hire, within a timeframe determined by the appointing authority, to type at least 40 net words per minute as demonstrated by a typing examination.
Selected applicants must submit to and pass the background check required for this REAL ID-covered position.

Nice To Haves

Positive attitude
Top-notch customer service
Problem-solving skills
Organization skills
Time-management skills
Preference for a team-oriented environment

Responsibilities

Operate a mass document scanner and import documents into the imaging system, assigning accurate indexing codes.
Index documents into the appropriate ERMS folders using customer information and assigned route codes.
Determine whether documents should be routed or dropped based on written instructions and route codes.
Review and correct poor-quality scans before storage to ensure clear and accurate images.
Review each page to verify that all pages in a document belong to the same customer.
Provide backup for mailroom responsibilities.
Create new customer records when needed, entering available demographic and identifying information.
Verify customer information through document review and available online resources.
Review and process driving record inquiries submitted by phone or on paper, including Court Certified Driving Record requests.
Maintain accurate driving records in compliance with Iowa Code, Administrative Rules, and federal MCSIA requirements.
Provide professional customer service and meet customer needs across office program areas.

Benefits

Competitive pay and benefits package
Health insurance
Dental insurance
Flexible spending
Life insurance
Insurance benefits beginning the first of the month following 30 days of employment
Professional growth and development opportunities
Paid time off effective immediately, including biweekly vacation, separate sick leave, and annual accrual rollover
Nine paid holidays per year
Iowa Public Employee Retirement System (IPERS) retirement package with employer match
Optional 401A plan with employer contributions
Employee discount programs from various vendors, including vision, cellular, fitness, recreation, season passes, travel, counseling, legal, and financial discounts