Administrative Support Assistant 3 - Keokuk Co

State of Iowa • Sigourney - 52591 - Keokuk County, IA

1d • Onsite

About The Position

The Iowa Department of Agriculture and Land Stewardship (IDALS) is seeking an Administrative Support Assistant 3 to provide administrative and clerical support to the local Soil & Water Conservation District (SWCD), SWCD board members, and field office staff. This role is crucial for supporting the department's mission of land stewardship, soil conservation, water quality protection, and ensuring the preservation of Iowa's natural resources for future generations. The position involves direct interaction with the public, farmers, and various governmental agencies.

Requirements

• Two years of full-time work experience in general office, clerical, data entry/processing, or related work.
• OR A total of two years of education and/or full-time experience, where thirty semester hours of accredited college or university coursework in any field equals one year of full-time experience.
• OR 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.
• Satisfactory completion of a Federal background investigation and/or fingerprint check.

Responsibilities

• Provide administrative and clerical support to the local Soil & Water Conservation District (SWCD), SWCD board members, and field office staff.
• Answer multiline phones and route calls.
• Serve as the primary contact for individuals entering the office, providing customer service and information.
• Assist with contractor meetings for the district.
• Prepare agendas, meeting materials, and related mailings.
• Prepare and disseminate news releases.
• Assist staff and commissioners in preparing and submitting travel reimbursement requests.
• Maintain an adequate supply of handout information, brochures, and job sheets.
• Process and distribute all incoming mail and prepare outgoing mail.
• Maintain files for state and federal correspondence, directives, bulletins, updates, policy and procedure changes, and related case files.
• Provide program and financial incentive information for various state programs.
• Prepare IDALS quarterly reconciliations and reports.
• Process and enter applications, amendments, maintenance agreements, and cost share payments into the Financial and Reports Management System (FARMS).
• Work collaboratively with IDALS to ensure prompt and accurate payment to producers.
• Maintain accurate financial ledgers for State and District Program funds.
• Maintain accurate ledgers for equipment rental, private fundraising activities, contracts, grants, and other funds managed by the SWCD.
• Confer with the District Chair on upcoming activities, meetings, district policy, and priorities.
• Prepare invoices and documents for accounts payable for the SWCD Board.
• Organize source documents and reports for SWCD Board reconciliation and review.
• Collect and assemble documentation needed for annual SWCD and State audits.
• Prepare SWCD meeting agendas and post them in advance.
• Take and prepare official meeting minutes for approval and distribution.
• Prepare monthly treasurer's reports for the SWCD board.
• Forward correspondence received in the office to SWCD Board members.
• Ensure correspondence from IDALS is presented to the SWCD board.
• Maintain inventory of district and state-owned equipment.
• Assist the SWCD board with developing and organizing information for funding opportunities.
• Coordinate and assemble newsletters and annual reports.
• Assist the SWCD board with poster contest preparation, including working with judges and arranging award presentations.
• Assist the SWCD board with scholarship programs, receiving applications and forwarding them for selection.
• Assist the SWCD board with the development of applications and forms for recognition programs.
• Renew annual bulk mail permit.
• Adhere to IDALS ethical and financial policies and programs guidelines.
• Maintain NRCS inventory of equipment and property and submit to the area office.
• Order repair of office equipment when necessary.
• Submit monthly postage and copier reports to the area office.
• Maintain adequate inventory of all office supplies and order from approved sources.
• Develop and maintain a log of complaints, service receipts, appeals, whistleblowers, and FSA county committee status reviews if requested.
• Assist the District Conservationist (DC) in notifying producers of yearly status reviews and scheduling field office visits.
• Forward status review results to producers.
• Develop and maintain a VIP list of federal, state, and local elected officials, representatives of environmental groups, agricultural organizations, FSA county committee, county engineer, and cooperating agencies and contacts.
• Assist with outreach programs for the district and NRCS.
• Prepare publications, power points, etc. for presentation.
• Assist NRCS with administrative duties for Federal programs.
• Provide support to field staff in an effort to uphold the mission of the partnership.
• Seek and complete training that enhances skills and abilities.
• Attend IDALS and NRCS meetings, including statewide, area, regional, online webinars, and conference calls.
• Complete IDALS and partner requirements to maintain computer access and job certification.

Benefits

• Low out of pocket, high quality family medical insurance as low as $205.00 per month, single as low as $61.00 per month
• Dental insurance is free for single and $46.00 per month for family coverage
• $20,000 basic life insurance at no cost
• Voluntary supplemental life for an additional cost
• Long term disability insurance at no cost
• Exceptional retirement package includes IPERS (Iowa Public Employee Retirement System) which is a fixed income or defined benefit pension plan
• Deferred compensation plan (similar to a 401K) with a state match of up to $75.00 per month
• Paid leave includes – 9 holidays, sick, vacation, military leave, and jury duty leave

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree