Clerk III

Iowa State University•Ames, IA

3d•Onsite

About The Position

Are you passionate about delivering exceptional client care and supporting advanced veterinary medicine? We’re looking for a detail-oriented, proactive Clerk III to join our team in the College of Veterinary Medicine at Iowa State University. In this role, you’ll be the vital link between clients, referring veterinarians, and our specialty services, ensuring seamless communication and coordination for complex cases . You’ll work closely with clinicians, residents, technicians, and administrative staff to deliver a high-quality experience for clients and their pets.

Requirements

Any combination of related clerical office experience, related undergraduate education, and/or post high school clerical training that is the equivalent to two years of full-time employment.
Knowledge of office routines and functions sufficient to refer visitors and telephone calls and to route correspondence by name and functional area.
Knowledge of institutional and unit policies, processes and forms.
Knowledge of proper format, grammar, spelling, punctuation and capitalization.
Skill in utilizing computer software packages and online systems.
Skill in operating office equipment.
Ability to communicate effectively with staff, students, and the public.
Ability to follow oral and written instructions and apply institutional and other policies accurately.
Ability to gather, evaluate, and display data in appropriate format and keep accurate records.
Ability to exercise functional supervision over employees.
Ability to organize and prioritize multiple tasks.
Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship.
Immigration sponsorship is not available for this position.

Nice To Haves

Experience using veterinary hospital management software or electronic medical record (EMR) systems (e.g., VetView, Cornerstone, or similar).
Experience processing and verifying referral documentation, imaging files, and laboratory results accurately.
Experience in coordinating multi-service appointments, including anesthesia and/or advanced imaging (CT/MRI).
Experience preparing and updating client estimates, consent forms, or discharge instructions in compliance with hospital protocols.
Degree related to veterinary medicine.

Responsibilities

Serve as the primary point of contact for clients and referring veterinarians, providing clear instructions, updates, and professional communication.
Coordinate scheduling for new and recheck appointments, balancing medical urgency with imaging and anesthesia availability.
Facilitate referral paperwork, imaging submissions, and pre-visit documentation to ensure complete and accurate records.
Collaborate with internal teams (Imaging, Anesthesia, ICU, Pharmacy, Business Office) to support multi-service patient care.
Maintain accurate medical records, estimates, and discharge documentation while ensuring compliance with confidentiality standards.
Examines, evaluates and verifies documents such as reports, purchase orders, payrolls, invoices, checks and vouchers, or student files for completeness and accuracy, determining conformity to established guidelines or policies, and personally follows up on discrepancies and resolves problems.
Maintains appropriate files.
Reviews inquiries and provides information regarding policies and procedures requiring knowledge of both assigned and related work areas.
Prepares, compiles, and maintains records; calculates estimates or billings; and monitors, verifies, and reconciles departmental statements.
Recognizes and resolves problems.
May prepare cash reports and cash register edits.
Integrates information and may run routine queries to generate or produce reports.
Assigns, coordinates and reviews the work of other clerical personnel for conformance to established guidelines.
Composes correspondence in response to routine inquiries frequently without instruction or review.
Initiates and processes standardized forms related to area of assignment.

Benefits

Iowa State Employees enjoy comprehensive health and work-life benefits, including medical and dental
Retirement benefits including defined benefit and defined contribution plans
Generous vacation, holiday and sick time and leave plans
Onsite childcare (Ames, Iowa)
Life insurance and long-term disability
Flexible Spending Accounts
Various voluntary benefits and discounts
Employee Assistance Program
Wellbeing program
Iowa State offers WorkFlex options for some positions. WorkFlex offers flexibility on when, where, and how you do your work. For more information, please speak with the Hiring Manager.