Administrative Support Assistant 3
About The Position
The Iowa Department of Health and Human Services (HHS), Bureau of Health Statistics, is seeking an Administrative Support Assistant 3. This position is responsible for accurately screening applications submitted at the front window, reviewing and processing vital records documentation, and ensuring compliance with Iowa Code and Administrative Rules. The role involves evaluating entitlement to vital records, performing detailed reviews of legal forms and supporting documents, and determining if submissions meet statutory requirements. Key duties include entering and verifying data in the Iowa Vital Events System (IVES), producing certified copies of vital records, processing fees, balancing daily financial reports, and managing VitalChek order closure. This position also communicates with customers and stakeholders to resolve documentation issues, explain rejections, and provide guidance. Additionally, it supports the Legal Actions & Data Management team with vital record modifications, program resource familiarity, and staying current on legal updates. This role is crucial for maintaining the accuracy, confidentiality, and integrity of Iowa’s vital records while providing professional, customer-focused service.
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, 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
- Clerical Accounting: 3 years of basic high school math courses (or 12 semester hours of college level basic math courses or above) or 6 months’ experience where clerical accounting was a major function of the job which required the ability to apply math skills in addition, subtraction, multiplication, division, percentages and fractions and basic algebra to pre-established accounting systems or procedures.
- Ability to use and modify electronic spreadsheet software such as EXCEL.
- Ability to interpret and apply fiscal regulations.
- Ability to read and understand basic financial and statistical reports.
- Office Management: 6 months' experience or 12 semester hours or a combination of both where the applicant has received training in or been in charge of all or part of an office operation that included correspondence and other files and recordkeeping, answering phones and greeting the public, cashiering, bill collection and payment, accounting, facility management, secretarial and general clerical work. Coursework or experience limited to straight clerical functions is not applicable; the applicant must have education or experience aimed at managing these operations, even in a one-person office, where they were the primary party responsible for them. The applicant may have also supervised other staff but that is not required as long as they were in charge of managing the office or have taken coursework concerned with managing an office.
- Data Entry: 6 months’ experience, 12 semester hours, or a combination of both in the process of entering data into a computerized spreadsheet or database.
Responsibilities
- Accurately screening applications submitted at the front window.
- Reviewing and processing vital records documentation.
- Ensuring compliance with Iowa Code and Administrative Rules.
- Evaluating entitlement to vital records.
- Performing detailed reviews of legal forms and supporting documents.
- Determining if submissions meet statutory requirements for acceptance.
- Entering and verifying data in the Iowa Vital Events System (IVES).
- Producing certified copies of vital records.
- Processing fees.
- Balancing daily financial reports.
- Managing VitalChek order closure.
- Communicating with customers and stakeholders to resolve documentation issues, explain rejection decisions, and provide guidance.
- Supporting the Legal Actions & Data Management team with vital record modifications.
- Maintaining familiarity with program resources.
- Staying current on updates to Iowa Code and Administrative Rules.
Benefits
- Health, Dental, and Vision Coverage
- Paid Time Off (vacation, sick leave, paid holidays)
- Retirement Plans (IPERS, Retirement Investors Club)
- Flexible Spending Accounts (medical and dependent care expenses)
- Life insurance
- Free long-term disability insurance
- Employee Assistance Program
- Employee Discount Programs
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
