State of Iowa – Executive Branch Looking for Administrative Assistant 1 at Des Moines, IA Full Time

Job Description

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

The Department of Natural Resources encourages all applicants to upload a current resume and cover letter to their online application.

The Iowa Department of Natural Resources’ Wastewater Engineering Section is seeking a highly organized and motivated individual to join our team as an Administrative Assistant 1. The successful candidate will provide vital administrative support to ensure the efficient operation of both the Wastewater Engineering and Water Supply Engineering Sections.

This position has a primary responsibility of assisting staff and customers of both sections by ensuring that wastewater permitting and water supply permitting program functions and project management are completed timely and in accordance with state and federal statutes and program rules. The position is responsible for managing and coordinating major and minor municipal and industrial wastewater project records with duties that include: tracking project submittals and approvals, investigating and resolving disputes, and ensuring compliance with departmental goals and objectives. Additionally, the position plays a key role in the development of program processes and procedures.

Key Position Responsibilities

Project Management:

• Track and manage major and minor wastewater project submittals and approvals.
• Enter project data into the WWISARD database.
• Investigate, evaluate, and resolve project submittal disputes.
• Develop processes, procedures, forms, and standard templates for Wastewater Construction Permitting and Clean Water State Revolving Fund (CWSRF) programs.

Policy Development

• Draft section policies and procedures for administrative functions.
• Monitor program compliance with rules, goals, and objectives established by the supervisor and the Department’s Strategic Plan.

Database And IT Infrastructure

• Serve as the program contact person for program tracking database and information technology infrastructure.
• Resolve database and IT-related issues.

Records Management

• Coordinate the CWSRF and Wastewater records management program.
• Assist in drafting policies and procedures for the electronic records management system.

Customer Service

• Coordinate and respond to priority and controversial information requests.
• Investigate complaints, evaluate work processes, and recommend corrective action.

Research And Reporting

• Conduct program/section research through surveys and feedback from stakeholders.
• Prepare electronic reports with findings, conclusions, and recommendations.
• Conduct mandated surveys and special surveys as requested by management.

Water Supply Engineering Assistance

• Track and manage incoming and outgoing water supply projects.
• Enter project data into Water Supply Engineering WWISARD database.

Procurement And Budgeting

• Manage procurement and contracting of professional and technical assistance contract services.
• Prepare section budget requests and monitor expenditures for deviations.

Administration

• Coordinate with funding and auditing agencies for information requests, project updates, inspections, and audits.
• Train staff on electronic records management, database operation and other internal business processes.

Essential Functions

Applies knowledge of the wastewater construction permitting program and State Revolving Loan Fund program in checking applications.

Applies knowledge of regulatory requirements, state contracting policies and procedures to prepare documents and audit reports.

Utilizes knowledge of federal and state policies and requirements for checking project submittals.

Communicate effectively orally and in writing in English with engineers, stakeholders, applicants, consulting engineers,

SRF staff, Iowa Finance Authority, and the public.

Organize, track and maintain wastewater project information in the web-based project management database and develop project status and update reports.

Perform data processing, word processing, and spreadsheets to create forms, templates, letters and reports.

Maintain and manage electronic files and records for the program.

Reconcile, audit and report travel payments and permit application fees.

Manage procurement contracts process, contractor time sheets and invoices for payment.

Evaluate needs and procure office merchandise, tools and resources for program and staff.

Assist in development of annual budget for Section.

Critical Job Competencies

Accountability, Attention to Detail Integrity, Collaboration, Common Sense, Communication Skills, Computer Skills, Customer Focus, Flexibility, High Productivity, Interpersonal Skills, Problem Solving, Team Player and Technical Skills – Web-based Database experience.

What You Get From Us

• A competitive pay plan and rewarding work.
• Insurance benefits that start the first of the month following 30 days of employment. (Premiums can start as low as $61/month for single and $205/month for family coverage).
• Separate vacation and sick leave accruals that start on the first day and can roll over annually.
• Nine paid holidays/year.
• Employee Assistance Program.
• Iowa Public Employee Retirement System (IPERS) retirement package with employer match.
• Optional deferred compensation (457/401A) plan with employer match.
• Professional training opportunities.
• Flexible schedules and opportunities for hybrid telework (as approved by supervisor).
• Family friendly and professional work environment.
• Employee Discount Programs (vision, cellular, fitness, recreation, season passes, travel, counseling).

For a list of additional benefits, please visit the DAS website for more information.

The starting salary for new state (Executive Branch) employees is expected to be at the base of the pay range. Additional salary increases may occur after the first six months, and then annually (if applicable). The State’s total compensation package features an outstanding set of employee benefits that are worth about 30% of your total compensation. Visit the DAS website for more benefit information.

For more information about DNR Employment Opportunities and position specific notices, please visit the DNR Employment website.

The State of Iowa is an Equal Opportunity Employer.

The DNR seeks to hire individuals who wish to support our mission, which is to conserve and enhance our natural resources in cooperation with individuals and organization, to improve the quality of life in Iowa and ensure a legacy for future generations.

Selectives

916 Electronic Records Management

The equivalent of six months of full-time experience performing records management functions including the creation, organization, maintenance, administrative use, security, public accountability, storage, retention, conversion of paper documents to digital formats and digital to digital functionality.

Minimum Qualification Requirements

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

• 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

For additional information, please click on this link to view the job description .