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Iowa Department of Administrative Services Secretary 2 in Cedar Rapids, Iowa

Secretary 2

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Secretary 2

Salary

$37,148.80 - $54,392.00 Annually

Location

Cedar Rapids - 52402 - Linn County, IA

Job Type

Full-time

Agency

283 Iowa Vocational Rehabilitation Services

Job Number

21-02744

Closing

5/17/2021 11:59 PM Central

LinkedIn Tag

#LI-POST

Point of Contact

Holly Mateer, holly.mateer@iowa.gov

  • Description

  • Benefits

  • Questions

Job Description

Only applicants who meet the Minimum Qualification Requirements and meet all selective requirements (listed below) will be placed on the eligible list.

Iowa Vocational Rehabilitation Services (IVRS) is recruiting to fill a Secretary 2 position in the Cedar Rapids Area Office to provide confidential and executive administrative support to The Area office Supervisor & Professional counseling staff, acting as the lead clerical staff person in our busy office serving Persons with Disabilities. Responsibilities of the position are as follows, with additional duties as assigned.

Assignments include assisting the Office Supervisor with long-term planning, organization, and office initiatives that will enhance Employment services for Persons with Disabilities. Sec II will serve as the community point person for referrals to IVRS. This individual will also maintain personnel and confidential files to include new hire packets, HR information, first reports of injury, OSHA and travel records along with maintaining attendance and performance records. The Secretary 2 will also assist in answering a multi-line phone, scheduling appointments, and making arrangements for meetings. Using various software products, (Google, Dragon Dictation, and Excel) will generate reports and serve as a resource for staff related to purchasing, preparation of vouchers, authorizations and claims. The Sec II will coordinate and provide clerical oversight and internal controls for the Human Resource Information System processes (timesheet) for payroll and calendar leave with the supervisor for the Area Office.

Office management duties will include organizing and assigning work to clerical and administrative support staff and reviewing for accuracy. The Sec 2 will evaluate the clerical/secretarial productivity and solve operational problems within the office. Sec 2 will oversee maintenance, orientation, and training for staff on all technology, as well as office procedures and processes including how to input data into the IVRS case management system. They will maintain control of record assignments and follow ups to ensure receipt of information within required and established federal timeframes. Follow up will be needed with staff to ensure work is remaining timely and consistent and this staff member will develop strategies to make work flow more responsive to job candidate needs. Additionally, they will order supplies and materials for the office.

Office responsibilities will include receiving/screening visitors, answering questions and serving as primary resource for solving problems or routing inquiries appropriately. They will open, date stamp and distribute mail along with composing letters, emails and text messages that will require research and interpretation of guidelines and policies. Prior to final drafts being distributed, they will type, proofread, check for accuracy, grammar, spelling and sentence structure on things like correspondence, reports, meeting minutes, etc.

This Secretary 2 will track financial information from projects and grants, resolving discrepancies and providing claims and final reports to the supervisor for approval. Applicant should be comfortable working with third party agencies and IVRS leadership to create efficiencies. Work being submitted by others will also be reviewed for accuracy. Equipment usage and office inventory will need monitored and this staff member will maintain contact with the vendor and be able to explain authorization and payment systems. The staff member in this role will provide general information about Vocational Rehabilitation Services to the public and cooperating agencies. Awareness and/or interest in serving Persons with Disabilities is a must.

Some travel may be required.

Selectives

081 Typing Score of 60 or greater (60-69 WPM)

Information about typing tests and scores related to State of Iowa employment can be found athttps://das.iowa.gov/human-resources/state-employment/typing-test-information

During the Covid-19 pandemic to meet the Typing Selective, it is mandatory to have a test provided and submitted with your online application. We understand IowaWorks, schools and other places are closed to take tests,we are temporarily allowing ONLINE tests. Many free and reliable tests can be found by searching online. One that has used and popular with applicants is speedtypingonline.com (https://www.speedtypingonline.com/typing-test) . The test can be accepted if it is witnessed by another person and it has met the requirements/guidelines on the document submitted.

The guidelines are:

  • Gross number of words typed in afiveminute 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.

  • And it must signed off by a witness or another person not just from the typing websites electronic signature.

Minimum Qualification Requirements

Experience equal to two years of full-time general office work, one year of which must have involved secretarial or related administrative support duties;

OR

post high school course work in an accredited secretarial, business, or closely related curriculum may be substituted for the required experience on a month-for-month basis;

OR

completion of thirty (30) semester (or equivalent) hours of undergraduate college level course work may be substituted for the one year of required general office experience;

OR

certification from the State of Iowa Administrative Assistant Certificate Program will substitute for six months of the required experience;

OR

employees withcurrentcontinuous experience in the state executive branch that includes the equivalent of one year of full-time work as a Secretary 1.

For additional information, please click on thislink to view the job description. (https://das.iowa.gov/sites/default/files/hr/documents/class_and_pay/JobClassDescriptions/Secretary2-00026-90026.pdf)

Additional Qualification Requirements

Typing Requirement:Applicants may be required to have the ability to type 40 wpm net. If included in the Minimum Requirements of this job vacancy, you must provide verification of your typing score prior to the closing date of this vacancy. (Click here for more details about the typing test.) (https://das.iowa.gov/human-resources/state-employment/typing-test-information)

See above in Selective box for direction for tests.

Join Us!

Whether it's caring for those in need, making highways safer, or improving agriculture production, the work that we do matters to the people of Iowa.

We take our responsibilities and the public trust very seriously. We are committed to delivering the services that matter most to the people of Iowa. If you have the skills, the commitment and the desire to make a difference, then we invite you to explore the career opportunities available with the State of Iowa.

CareerChoices

State government is one of the largest employers in Iowa, and also one of the most diverse. From state trooper to nurse to engineer, the state offers a wide variety of career opportunities.

Benefits

The state offers paid vacation, sick time and holidays, a defined benefit retirement plan, health, dental, vision, and long-term disability insurance along with flexible spending accounts. For more information, please visit the executive branch employee benefits website (http://goo.gl/rHiarg) .

The State of Iowa is committed to providing an outstanding employment experience. Check out thisBenefits Beyond the Paycheck brochure (https://das.iowa.gov/sites/default/files/hr/documents/employment/Benefits_Beyond_the_Paycheck.pdf) .

01

Do you understand that the answers to all of the following questions must be truthful, honest, and accurate to the best of your ability?

Please read all questions and answers thoroughly and make sure you understand them completely.Ensure the answers to your questions match the information filled out on your application and the attachments you have uploaded. If the answers to your questions are inconsistent with your application information or uploaded attachments, you will be given zero points for the question.Knowingly misrepresenting the facts when submitting any information related to an application, examination, certification, appeal, or any other facet of the selection process will result in your disqualification from this application and future employment with the state of Iowa.

  • Yes - I understand and agree.

  • No

    02

    PLEASE READ CAREFULLY

Have you filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. §611 et seq?

  • No - I have NOT filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. §611 et seq

  • Yes - I HAVE filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. §611 et seq

    03

    Do you have experience equal to two years of full-time general office work, one year of which must have involved secretarial or related administrative support duties?

  • Yes

  • No

    04

    How many months of COMBINED post high school course work in an accredited secretarial, business, or closely related curriculum AND full-time clerical work experience do you have?

  • Less than six months of the combined identified education and work experience

  • Six months to less than one year of the combined identified education and work experience

  • One year to less than two years of the combined identified education and work experience

  • Two years or more of the combined identified education and work experience

    05

    If you have completed the certification from the State of Iowa Administrative Assistant Certificate Program, how many months of full-time clerical work experience do you have?

  • Not applicable - I have not completed the State of Iowa Administrative Assistant Certificate Program

  • No experience to less than six months of the identified experience

  • Six months to less than one year of the identified experience

  • One year to less than one and a half years of the identified experience

  • One and a half years or more of the identified experience

    06

    If you are a CURRENT employee for the State of Iowa (executive branch): How many months do you have of current continuous experience in the state executive branch that includes full-time work experience in the classification of Secretary 1?

  • Not applicable - I am not an employee for the employee for the State of Iowa (executive branch

  • Less than one year of work experience in the classification of Secretary 1

  • One year or more in the classification of Secretary 1

    07

    Have you completed a minimum of 30 semester hours of college level course work to substitute for one year of general office experience?

  • Yes, I have 30 semester hours of college level course work.

  • No, I do not have 30 semester hours of college level course work

    08

    State of Iowa Typing Test Submission - Have you taken a typing exam and submitted your Typing Score of 60 or more?NOTE:Tests MUST be attached to the application for position you are applying for OR submit to DASHRE.Info@iowa.gov.Information about typing tests and scores related to State of Iowa employment can be found at:https://das.iowa.gov/human-resources/state-employment/typing-test-information

  • Yes - I have taken and submitted a typing test meeting guidelines outlined above in website

  • No - I have NOT taken and submitted a typing test meeting guidelines outlined above in website

    Required Question

Agency

State of Iowa

Agency

283 Iowa Vocational Rehabilitation Services

Address

Jessie Parker Building510 E 12th StDes Moines, Iowa, 50319

Website

http://www.ivrs.iowa.gov/index.html

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