State of Iowa - Executive Branch · 4 hours ago
Administrative Assistant
Des Moines, IA
Full-time
Hybrid
Entry Level
1+ years expThe Iowa Department of Natural Resources is seeking a highly organized and detail-oriented Administrative Assistant 1 to provide critical administrative and program support to the Wastewater Engineering and Water Supply Engineering Sections. This role is essential for ensuring the timely processing of wastewater and drinking water construction permits and managing project data and correspondence.
AssociationConsultingNon Profit
Responsibilities
Track, process, and manage municipal and industrial wastewater and drinking water construction permit applications and supporting documentation
Perform completeness reviews of incoming project submittals for compliance with program requirements and state rules
Enter, update, and maintain project data in web-based databases, including wastewater project management systems and the WWISARD database
Manage intake, reconciliation, and tracking of construction permit fees, including credit card payments and orphan fee resolution
Coordinate outgoing correspondence, approvals, construction permits, change orders, addenda, variances, and completion certificates
Maintain electronic and paper project files in compliance with DNR, SRF, and electronic records management requirements (OpenText)
Coordinate records management activities for the Clean Water State Revolving Fund (CWSRF) and Drinking Water State Revolving Fund (DWSRF) programs
Communicate professionally with applicants, consulting engineers, SRF staff, Iowa Finance Authority, field offices, public officials, and the public
Assist with preparation of program reports, surveys, audits, and annual state and federal reporting requirements
Support administrative operations including travel reimbursement processing, procurement, scheduling meetings and trainings, and responding to program inquiries
Assist section leadership with budget tracking, procurement coordination, and workflow/process improvements
Qualification
Required
Graduation from an accredited four-year college or university with a bachelor's degree in any field
A total of four years of education (as described in number one) and/or full-time experience in accounting, secretarial, or office support work collecting, compiling, reporting, examining and/or editing numerical data; coding and qualifying people for benefits, licenses, or other transactions; preparing and keeping budgetary accounts and projections; organizing and implementing office support operations; advising on procedural processes; or other work that provided direct support and exposure to substantive agency programs, where one year of full-time experience is equal to 30 semester hours of education
Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as a Secretary 2, Clerk Specialist, Public Service Supervisor, Accounting Technician (any level), Purchasing Assistant, or Human Resources Technical Assistant
Ability to manage high volumes of project data, deadlines, and records with accuracy and consistency
Working knowledge or ability to learn wastewater and drinking water permitting requirements, SRF programs, and state/federal policies
Proficiency with databases, electronic records systems, spreadsheets, and document tracking
Strong written and verbal communication skills with the ability to interact professionally with technical staff, stakeholders, and the public
High level of accuracy in data entry, fee reconciliation, document review, and records retention
Ability to respond to inquiries, resolve issues, and support applicants and internal staff in a timely and professional manner
Ability to identify issues, investigate discrepancies, and recommend or implement solutions within established procedures
Works effectively as part of a team while independently managing assigned responsibilities
Proficiency in word processing, spreadsheets, databases, and web-based systems
Preferred
Experience with electronic records management
Benefits
Insurance benefits that start the first of the month following 30 days of employment.
Separate vacation and sick leave accruals that start on the first day and can roll over annually.
Nine paid holidays/year.
Iowa Public Employee Retirement System (IPERS) retirement package with employer match.
Optional deferred compensation (457/401A) plan with employer match.
Professional training opportunities.
Family friendly and professional work environment.
Employee Discount Programs (vision, cellular, fitness, recreation, season passes, travel, counseling)
Flexible work schedules (as approved by the supervisor).
Opportunities for hybrid telework (as approved by the supervisor).
Workout/Gym facilities available onsite at 6200 Park Ave.
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.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Jacob Nicholson
Chief Operating Officer
Darwin Ten Haken
Enterprise Architect, Office of the CIO
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