Administrative Support Assistant 3 - Licensing Specialist

State of Iowa•Des Moines - 50313 - Polk County, IA

7d•Hybrid

About The Position

The Iowa Department of Inspections, Appeals, and Licensing (DIAL) is seeking a highly motivated, skilled, solution-oriented, and enthusiastic individual to join as a Licensing Specialist within our Professional Licensing Division at our central office near Valley Junction in Des Moines, Iowa. DIAL’s mission is to Achieve Compliance through Education, Regulation, and Due Process for a Safe and Healthy Iowa. Our goal is to be an effective, efficient and approachable regulatory agency. DIAL is a multifaceted regulatory agency charged with protecting the health, safety, and well-being of Iowans, and is comprised of eight core operational divisions: Administrative Hearings, Building & Construction, Health & Safety, Investigations, Labor/OSHA, Professional Licensing, Workers’ Compensation, and Administration.

Requirements

Proven experience in administrative support, licensing, credentialing, or a related regulatory field.
Exceptional customer service and professional communication skills (both written and verbal).
Strong ability to read, comprehend, and interpret complex administrative rules and academic documents.
Proficiency in data entry and navigating web-based databases and software systems.
High level of discretion and integrity when handling confidential and sensitive information.
Excellent organizational skills with the ability to prioritize tasks effectively in a high-volume environment.
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.
Within a period of time after hire, as determined by the appointing authority, employees in this class may be required to type at least 40 WPM net as demonstrated by the completion of a typing examination.

Nice To Haves

Motivated, organized, and detail-focused individual.
Proven track record of completing tasks on a strict deadline.
Sound judgment and decision-making ability.
Excellent customer service skills.

Responsibilities

Process licensure applications using our dedicated licensing software system, making independent determinations regarding each applicant’s eligibility.
Review and interpret supporting documents, including academic transcripts, test scores, and professional credentials.
Process licensure fees, issue official licenses and certificates, and maintain accurate daily records in the online system.
Prepare applications and supporting documents for Board review when required per established policies and procedures.
Handle sensitive documents strictly in accordance with established codes and administrative rules.
Provide prompt, accurate, and courteous guidance to applicants regarding procedures and requirements via phone, email, and in-person consultations.
Answer high volumes of inquiries from individuals, schools, and businesses concerning initial licensure, out-of-state relocation, and continuing education (CE) requirements.
Draft and send written communications to applicants regarding their application status.
Actively monitor and reply to "Contact Us" inquiries and general email correspondence.
Consult with board support counterparts to maintain seamless communication between the licensure department and the boards.
Assist stakeholders in accessing public licensure information and active licensee lists through our web-based database.
Participate in bureau staff meetings, prioritize tasks to ensure timely answers to a large number of queries, and perform other duties as assigned during peak workload periods.

Benefits

Excellent health, dental, life and vision insurance.
Teleworking options after the first six months.
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)