Administrative Support Assistant 3 – Field Operations

State of Iowa•Des Moines - 50315 - Polk County, IA

About The Position

The Iowa Department for the Blind (IDB) is seeking a highly organized, detail-oriented, and collaborative Administrative Support Assistant 3 to join our Field Operations team. In this advanced administrative support role, you will serve as the senior administrative support person for Field Operations and provide confidential, high-level support to Vocational Rehabilitation (VR) Program Administrators and staff. This position plays a critical role in supporting IDB’s mission to empower Iowans who are blind or low vision by ensuring efficient office operations, maintaining accurate case documentation, coordinating workflow processes, supporting reporting functions, and assisting staff and clients with responsive customer service.

Requirements

Typing Score of 60 or greater (60-69 WPM)
Two years of full-time work experience in general office, clerical, data entry/processing, or related work.
A total of two years of education and/or full-time experience (as described in number one), where thirty semester hours of accredited college or university coursework in any field equals one year of full-time experience.
Current, continuous experience in the state executive branch that includes six months of full-time work as an Administrative Support Assistant 2 or eighteen months of full-time work as an Administrative Support Assistant 1.

Responsibilities

Serve as the senior administrative support person for Field Operations.
Coordinate and manage clerical operations and administrative workflow processes.
Provide training and guidance to new administrative support staff.
Schedule trainings for new VR counseling staff.
Recommend workflow and process improvements to increase office efficiency and responsiveness.
Schedule, organize, attend, and take minutes for management and team meetings.
Schedule appointments, travel, trainings, meetings, and assist with accommodations.
Monitor office equipment usage and maintain office supply inventory.
Order office supplies and materials as needed.
Open, sort, and distribute incoming mail.
Type, proofread, and prepare reports, correspondence, meeting minutes, and related documents for accuracy and professional quality.
Receive visitors and telephone calls and serve as a primary resource for questions, problem solving, and routing inquiries appropriately.
Serve as a resource for staff regarding purchasing procedures, vouchers, authorizations, claims, and administrative processes.
Coordinate communication with internal staff, vendors, service providers, and community partners to support efficient operations.
Assist management in identifying and resolving workflow issues and escalating unresolved concerns when necessary.
Assist with administrative support functions for Vocational Rehabilitation Field Operations, including processing case notes, correspondence, forms, and reports.
Ensure the quality and accuracy of electronic documents and paper case files.
Maintain control of client assignments and monitor timelines to ensure timely receipt of required information and documentation.
Review client records and documentation to ensure compliance with federal, state, and agency requirements.
Assist with data gathering, tabulation, research, and reporting activities.
Generate reports including case review reports, status summaries, and case cost projection reports using various software systems.
Maintain personnel, attendance, performance, and confidential files.
Perform and supervise completion of special projects under the direction of the VR Program Administrator.
Assist with projects such as data searches, mass mailings, training preparation, and records management.
Collect, maintain, and organize records and documentation to support accurate and timely reporting.
Prepare closed cases for storage according to established procedures.
Provide reading assistance for blind staff and consumers as requested.
Prepare accessible documents for distribution.
Perform additional duties and special projects to support smooth department operations.