Administrative Support Assistant 3

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

2d•Onsite

About The Position

The Iowa Department of Health and Human Services (HHS), Division of Public Health, Bureau of Health Statistics is seeking an Administrative Support Assistant 3. This position plays an important role in ensuring the accuracy, completeness, and confidentiality of Iowa’s vital records. Working closely with the Legal Actions Supervisor and Bureau Chief, this position reviews, processes, and validates legal and statistical documents, supports vital records maintenance, and communicates with stakeholders to ensure compliance with Iowa Code and Administrative Rules.

Requirements

Typing Score of 40 or greater (40-49 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.
A Typing Test must be attached in the attachments section of the online application.
Gross number of words typed in a 5-minute timed test
Number of errors
Net words per minute (one point deduction for each error)
Your name and date must be on the document submitted to this office.
It must be signed off by a witness or from the typing website's electronic signature.
Tests must be attached to the online application.

Responsibilities

Accept and review dissolution of marriage reports to ensure accuracy and completeness, enter data into the Iowa Vital Events System (IVES), and reject incorrect reports when necessary.
Collect, review, and enter Induced Termination of Pregnancy (ITOP) reports into IVES, reject incomplete submissions, and create provider codes for new providers.
Perform the Birth/Death Match process to ensure in-state and out-of-state birth and death records align accurately.
Conduct manual “fuzzy” matching and contact other jurisdictions when additional verification is needed.
Complete infant birth/death matching and follow up when a death record has not been filed within required timelines.
Support vital records archival functions, including document inventory, storage protocol adherence, and collaboration on digital archiving activities.
Prepare certified copies of vital records following legal changes, ensuring compliance with confidentiality requirements, Iowa Code, and administrative rules.
Apply entitlement and legal action requirements accurately when processing requests.
Complete special projects and other duties as assigned.
Assist with death registration activities and amendments or modifications to vital records.
Provide consultation to parents, attorneys, clerk of court staff, hospital personnel, government agencies, and the public regarding legal actions and the application of Iowa Code and Administrative Rules.
Communicate clearly and professionally, both verbally and in writing, with individuals and agencies involved in legal action processing.