Class Code:  00709

90709

 

IOWA DEPARTMENT OF ADMINISTRATIVE SERVICES

HUMAN RESOURCES ENTERPRISE

 

ADMINISTRATIVE ASSISTANT 2

 

DEFINITION

Performs administrative program work of a moderate to considerable scope and diversity in assisting a manager/administrator carry out program responsibilities; performs related duties as required.

 

The Work Examples and Competencies listed are for illustrative purposes only and not intended to be the primary basis for position classification decisions.

 

WORK EXAMPLES

Develops organizational/program policies, processes and procedures; monitors and solves problems related to implementation.

Handles complaints and requests for information/assistance regarding program operations; applies/interprets rules, policies and regulations, gathers background information and prepares an appropriate response.

Monitors and records updates of legislation for state agencies and state legislators as it proceeds through the legislative process.

Attends/represents management at regular and special meetings; participates in discussion and communicates supervisor’s position on given issues.

Serves as a member of a department, agency or institutional committees (e.g., safety, security, capital improvements and EEO/AA) and provides advice on matters necessary to implement directives and instructions.

Monitors progress in completing program goals/objectives; identifies/investigates operational problems and recommends corrective action (e.g., changes in forms, shifts, work distribution and organizational structure).

Conducts special studies/research projects; develops study plan, coordinates research and makes recommendations on implementation.

Maintains inventory/depreciation records and monitors organizational/program purchases for compliance with budget; gathers supporting data and prepares budget projections (e.g., salaries, support and travel).

Organizes, manages and promotes the rental programs for particular state facilities and coordinates events held at those locations.

Advises manager/administrator on personnel matters relating to promotions, demotions, contract provisions, grievances, appeals and employee benefits; serves as the contact person for purchasing, project coordination, personnel and information management system issues.

 

COMPETENCIES REQUIRED

Knowledge of the organization’s policies, regulations and operations and the inter-relationships between those operations and the groups served.

Knowledge of survey techniques and pertinent statistical, financial, business and public administration principles and practices.

Ability to effectively apply management practices, theories, techniques and methodologies.

Ability to gather, assemble and analyze facts, draw conclusions and develop solutions to organizational/program problems.

Ability to manage the rental of a state facility and to coordinate events held at such a facility.

Ability to work effectively under changing priorities.

Ability to prepare both oral and written responses to requests for information regarding management requests, legislative bills and fiscal reviews.

Displays high standards of ethical conduct.  Refrains from dishonest behavior.

Works and communicates with all clients and customers providing polite, quality professional service.

Displays a high level of initiative, effort, attention to detail and commitment by completing assignments efficiently with minimal supervision.

Follows policy, cooperates with supervisors and aligns behavior with the goals of the organization.

Fosters and facilitates cooperation, pride, trust, group identify and team spirit throughout the organization.

Exchanges information with individuals or groups effectively by listening and responding appropriately.

 

EDUCATION, EXPERIENCE, AND SPECIAL REQUIREMENTS

Graduation from an accredited college or university and experience equal to one year of full-time administrative or technical support work (e.g., determining budget, personnel and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness);

OR

an equivalent combination of education and experience substituting one year of the required experience for each 30 semester hours of the required education;

OR

an equivalent combination of education and experience substituting 30 semester hours of graduate course work in business/public administration for the one year of required experience;

OR

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

OR

successful completion of the Certified Professional Secretary or Certified Administrative Professional examination administered by the International Association of Administrative Professionals;

OR

employees with current continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as an Administrative Assistant 1.

 

SELECTIVE CERTIFICATION

For designated positions, the Appointing Authority may request those applicants possessing a minimum of twelve semester hours of education, six months of experience, or a combination of both, unless otherwise indicated below, or a specific certificate, license, or endorsement in the following areas:

 

003       marketing research – telecommunications

087       Certified Professional Coder for Medicare (CPC)

195       Internet

238       marketing research

364       long term care

409       personal computers

415       mortgage lending experience

521       paralegal/legal assistant

602       real estate

606       facility rental and event coordinator

696       TIPS (Training Intervention Procedures) certified

767       Workers’ Compensation contested case experience

863       ability to speak Spanish fluently

866       ability to speak and write Spanish fluently

880       marketing

 

For designated positions, the Appointing Authority may request those applicants possessing a minimum of six months full-time experience in the following areas:

 

064       Medicare – elderly services

150       Driver Services – experience in issuing driver licenses, processing records related to driver

licensing, law enforcement, and/or performing drive tests according to applicable laws, rules and regulations              

373       legislative assistant -  experience monitoring and tracking legislation for a legislator or state agency, inclusive of bill reviews and fiscal note review, as well as preparing  both oral and written responses to requests for information; prior experience as a legislative assistant or intern at the state or federal legislative level, or prior experience working with lobbyist.

916       electronic records management

 

For designated positions, the Appointing Authority may selectively request those applicants possessing registration in one or both of the following areas:

 

917       registered health information administrator (RHIA) or registered health information technician (RHIT)

 

For designated positions, the Appointing Authority may request those applicants possessing a minimum of one-year experience in the following area:

 

440       commercial printing with substantial direct customer interface

735       experience in Unemployment Insurance/Claims/Fact-finding

 

For designated positions, the Appointing Authority may selectively request those applicants who have successfully completed the following:

 

212       executive mail center manager program (USPS)

 

Applicants wishing to be considered for such designated positions must list applicable course work, experience, certificate, license, registration, or endorsement on the application.

 

 

Effective Date:   1/14 JD