Administrative Support Assistant 3

State of Iowa•Des Moines - 50319 - Polk County, IA

4d•Onsite

About The Position

The Department of Management (DOM), Division of Information Technology (DoIT), is seeking a professional, customer-focused Administrative Support Assistant 3 to serve as the primary front-office representative for the division. This role is essential in creating a welcoming and secure environment, supporting daily operations, and ensuring smooth communication across the organization. The ideal candidate will thrive in a dynamic setting, demonstrate strong organizational and communication skills, and provide dependable administrative support to staff, leadership, and visitors.

Requirements

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.

Nice To Haves

Highly organized and detail-oriented professional who excels in managing front-office operations, multitasking, and maintaining accuracy in a fast-paced environment.
Strong communication and interpersonal skills with the ability to provide excellent customer service to staff, visitors, and external partners.
Proactive, resourceful, and comfortable enforcing security protocols, following procedures, and supporting a wide range of administrative needs.
Collaborative team member who can adapt to shifting priorities, learn new systems quickly, and contribute to improving office workflows and documentation.

Responsibilities

Serve as the primary front-desk receptionist, welcoming visitors and ensuring a professional, secure, and efficient entry experience.
Enforce office security procedures by verifying visitor authorization, managing sign-in/out processes, completing contractor security forms, and escorting guests as required.
Answer and route calls from the main DOM DoIT telephone line, providing accurate information and messages to staff.
Prepare, format, and assemble correspondence, reports, and documents, including photocopying, printing, and collating materials.
Schedule meetings for administrators and staff, and manage reservations for conference rooms and learning spaces.
Develop and maintain tracking documents, spreadsheets, and workflow tools to support administrative and operational functions.
Record and distribute meeting minutes and ensure proper storage and accessibility of documentation.
Assist in maintaining the organizational seating chart by processing updates, tracking changes, and supporting space-planning needs.
Monitor daily front-office operations, reporting issues, building concerns, and staff requests to appropriate personnel.
Maintain and update the DOM DoIT front office manual to ensure all procedures and reference materials remain current.
Manage office supply inventory, including ordering, organizing, and maintaining the supply cabinet.
Receive, document, sort, and distribute mail, packages, and deliveries for DOM DoIT staff.