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State of Iowa - Executive Branch · 1 day ago

Administrative Support Assistant 3 - Louisa Co

Wapello, IA

Full-time

Onsite

Entry, Mid Level

2+ years exp

The State of Iowa - Executive Branch is responsible for a wide range of programs that affect the quality of life of every Iowan. They are seeking an Administrative Support Assistant 3 to provide administrative and clerical support to the local Soil & Water Conservation District and field office staff, ensuring efficient operations and communication.

AssociationConsultingNon Profit

No H1B

Responsibilities

Answer multiline phones for all incoming calls and route to appropriate individual/department

Receptionist: Primary contact for all individuals entering the office

Provide customer service and information to the general public for activities related to SWCD district, state cost share programs and federal programs

Assist with contractor meetings for the district. Prepare agenda, meeting materials and related mailings

Prepare news releases and disseminate appropriately

Assist staff and commissioners in preparing and submitting travel reimbursement requests

Maintain adequate supply of handout information, brochures and job sheets

Process and distribute all incoming mail. Prepare outgoing mail for delivery

Maintain files for all state and federal correspondence, directives, bulletins, updates, policy and procedure changes, and related case files

Provide program and financial incentive information for WQI, REAP, IFIP, Buffer Initiative, Watershed Programs and other 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 (for audit)

Maintain accurate ledgers including but not limited to equipment rental, private fundraising activities, contracts, grants, and all other private and public funds received or 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 24 hours in advance of board meeting. Take and prepare official meeting minutes for approval by SWCD board and distribute within 7 days after approved by SWCD board per DSCWQ policy. Per DSCWQ policy, prepare monthly treasurer's report for SWCD board and upon approval distribution

Forward correspondence received in office to SWCD Board members concerning action alerts, legislation, upcoming meetings and state and national association information. Ensure correspondence from the Iowa Department of Agriculture and Land Stewardship (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 SWCD board with poster contest preparation. Work with contest judges and arrange for SWCD presentation of awards to contest winners

Assist SWCD board with scholarship programs. Receive scholarship applications for SWCD board's selection of District winners and Conservation Districts of Iowa (CDI) finalists, forward on to CDI Regional Director prior to deadline

Assist SWCD Board with the development of applications and forms to the Iowa Soil Conservation Awards Program (ISCAP) and other recognition programs sponsored by IDALS and other partners

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 area office

Order repair of office equipment when necessary

Submit monthly postage and copier reports to area office

Maintain adequate inventory of all office supplies. Order from approved sources per NRCS policy

Develop and maintain a log of complaints, receipt of service, appeals, “whistle blowers”, and Farm Service Agency (FSA) county committee status reviews if requested by District Conservationist (DC)

Assist DC in notifying producers of yearly status reviews and scheduling field office visits. Forward status review results to producers

Develop and maintain VIP list of federal, state and local elected officials, representatives of environmental groups and 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 including but not limited to EQIP, CRP, and CSP

Provide support to field staff in an effort to uphold the mission of the partnership

Work with IDALS Field Representative and DC to 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

Qualification

Administrative supportCustomer serviceFinancial managementData entryMeeting coordinationCommunication skillsOrganizational skillsTeam collaboration

Required

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

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, and 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

In addition to IPERS a 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

Company

State of Iowa - Executive Branch

If you’re looking for a work life of accomplishment, reward, and opportunity, you’ll discover Iowa State Government is just the place where there’s a rich and diverse population; where community, culture and differences matter; where exceptional work ethic, values and peace of mind all come together! The more you know about the State of Iowa, the more you’ll know it’s the right fit for you! There are 16 agencies in state government providing services to Iowans requiring specialized talent in agriculture, corrections, economic development, education, human services, natural resources, public health, public safety, revenue, transportation, veterans’ services and more.

Founded in 1965

Des Moines, Iowa, USA

10001+ employees