Secretary - #1332846

Job Description

The Iowa Department of Public Health (IDPH) and Department of Human Services (DHS) merged on July 1, 2022 to form one agency, the Iowa Department of Health and Human Services (HHS).

We are seeking a Secretary (Secretary 2)
The Bureau of Environmental and Local Public Health seeks to hire a Secretary 2 to provide administrative support to the bureau chief, section supervisors, and all bureau staff

This individual will be responsible for managing the orientation and performance evaluation processes for new and existing bureau staff of a growing bureau. This includes providing the bureau chief and other hiring supervisors with detailed, organized candidate information, managing online secure drive folders, and scheduling interviews. As a part of the onboarding team, this individual will ensure that onboarding documents are current and customized for the role of new team members, and will provide will guide new staff on office processes, equipment, and software use, and will provide assistance with time-reporting, benefits management, and leave requests. In addition, this individual will assist with the preparation of performance evaluation documents and timelines, and will ensure the timely submission of evaluation documents to human resources staff

As the primary administrative support staff for the bureau, this individual will manage the inventory of all bureau equipment, office supplies, and organizational billing codes, and will have responsibility for the inventory and organization of the bureau's storage area

This position will play a key role in the day-to-day operations of the bureau by ensuring that meetings, communications, the procurement of services, and travel processes run smoothly. This includes the following tasks: 1) Takes minutes and updates tracking spreadsheets and workflows 2) Distributes bureau mail 3) Reviews documents prepared by bureau staff and prepares final versions for distribution 4) Prepares communications for list-serve distribution and mailings using mail merge and other techniques ensuring communications are sent in a timely fashion 5) Manages the bureau's travel request approval process 6) Provides support for in-person and virtual meetings by setting up registration processes, polling, secures room reservations, and provide logistical support 7) Schedules appointments/conferences and arranges travel; processes employee travel claims for reimbursement 8) Relays general information to bureau staff 9) Maintains contact information and daily staff status, and 10) Performs other duties as assigned by supervisor including assignments made in an emergency or disaster as mutually agreed upon by employee and employer
The ideal candidate will be detail-oriented and highly organized

Applicant must pass a background check prior to employment

How to Apply:
For help creating a profile or entering your information, please go to the online Employment Application Guide

Benefits:
We have a great total compensation package for all our full-time employees, including:

• Iowa Public Employees' Retirement System (IPERS) (Employee contributes 6.29%/State of Iowa contributes 9.44%)
• Retirement Investors Club (RIC) (Employer Sponsored Retirement Plan) (State of Iowa matches up to $75/month)
• Health, Dental and Vision Insurance (See below for more details)
• Vacation Leave (96 hours/year to begin, and increases with years of service)
• Sick Leave (144 hours/year)
• Paid Holidays (9 days/year)
• Flexible Spending Accounts
• Life Insurance ($20,000 paid for by the State of Iowa)
• Long-Term Disability Insurance

For additional information on our amazing benefits, click on this link Benefits at a Glance

Click here to see how we compare with other employers or offers by using our Total Compensation Calculator

Director’s Statement:
HHS values those with “lived experience” and encourages adults who were fostered as youth, foster parents, and/or parents who were in the DHS system to apply. Minorities, women, persons with disabilities and veterans are encouraged to apply (Hearing and Speech Impaired – Relay Iowa 1-800-735-2942 TDD)

E-Verify Statement:
Our agency uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify

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 with current continuous 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 this link to view the job description. (Download PDF reader)

Why Choose the State of Iowa?

At the heart of our commitment to excellence is a dedication to our most valuable asset – our employees. Discover the outstanding benefits that set us apart as an employer of choice.

Our Robust Benefits Package Includes:

Competitive Compensation:

Enjoy a competitive salary that reflects directly on your skills and expertise.

Keep in mind, your wage is just one part of your total compensation. Unlock the complete value of your employment with the State of Iowa by using our user-friendly Total Compensation Calculator. Gain insights into your comprehensive annual compensation, including salary and State-provided benefits.

Health and Wellness:

Prioritize your well-being with our comprehensive health plans, including medical, dental, and vision coverage. Enjoy the peace of mind knowing that the State of Iowa covers 90% of the premiums, providing you and your loved ones with excellent coverage at a remarkably low cost.

Retirement Planning:

We are proud to offer the Iowa Public Employees Retirement System (IPERS). A defined benefit plan, IPERS benefits are guaranteed for life, meaning once you retire, you will receive the same monthly benefit for the remainder of your life (once vested). We invest in your long-term financial well-being, so you can retire with peace of mind. Click here to learn more about IPERS.

Paid Time Off:

Life is unpredictable, and at the State of Iowa, we understand the importance of work-life balance. Our leave policies, including paid holidays, vacation, and sick leave with unlimited accrual, ensure you have the flexibility you need for personal and family matters.

Professional Development:

Elevate your career with continuous learning opportunities. We support your growth through training programs, workshops, and tuition reimbursement.

Employee Assistance Program (EAP):

We care about your well-being beyond the workplace. Access confidential counseling, resources, and support through our Employee Assistance Program.

Diversity and Inclusion:

Be part of a diverse and inclusive workplace that embraces all backgrounds and perspectives. We believe diversity is a strength that drives innovation.

Join Us - Elevate Your Career:

Ready to elevate your career with the State of Iowa? Click here to explore more about our unparalleled benefits and discover what makes us unique. Your success is our priority!