Administrative Assistant 2

State of Iowa - Executive Branch; Des Moines (IA); Hybrid; USD 40,000 - 52,000; Full time

Benefits offered by this job

Teleworking two days per week

IPERS

Health, Dental and Vision Insurance

Vacation Leave

Sick Leave

Paid Holidays (11 days/year)

Flexible Spending Accounts

Life Insurance

Long-Term Disability Insurance

Job summary

The State of Iowa - Executive Branch invites applications for an Administrative Assistant 2 to support SHIIP and SMP volunteers, managing key office functions from Des Moines with teleworking two days per week.

Key duties include toll-free line/email support for volunteers, online training lead responsibilities, and robust office/recordkeeping tasks to keep statewide programs running smoothly. This role emphasizes service, accuracy, and teamwork.

Qualifications

• Bachelor's degree in any field is required or five years of education/experience in administrative support/technical work.
• Experience supporting volunteers or programs is a plus.
• Strong written and verbal communication is essential for caller and email support.

Responsibilities

• Manage volunteer toll-free help line and email communications for SHIIP/SMP.
• Lead online training structures and modules, publish updates, and provide technical support.
• Handle office tasks: bids, printing, event locations, email lists, and document security.

Skills

Attention to detail

Written communication

Verbal communication

Team player

Multitasking

Flexibility

Tech savvy

Education

Bachelor's degree in any field

Five years of education/experience equivalence

Job description

Job Description

The Iowa Insurance Division is seeking an Administrative Assistant 2 to manage key office functions and support volunteers for SHIIP (Senior Health Insurance Information Program) and SMP (Senior Medicare Patrol). SHIIP and SMP operate a state-wide network of over 400 volunteers providing free Medicare-related counseling and information for Iowans.

Position Description

This position is located at 1963 Bell Ave, Des Moines, with teleworking available two days per week.

Specific job duties include but are not limited to:

Volunteer toll-free help line/email

• Provide courteous, competent and professional support to SHIIP/SMP volunteers calling our dedicated toll-free telephone line.
• Answer questions about technical Medicare subjects.
• Research technical questions and compile or compose responses, following up as appropriate.
• Route advanced inquiries to appropriate staff and alert the Director of trends in inquiries, actual or potential problems experienced by callers.
• Respond to volunteer and sponsor e-mails submitted to our main inbox, forward e-mails to other staff as appropriate.

Online Training Lead

• Construct online training structures for staff and volunteers using the learning management system and content provided by our Staff Trainer.
• Manage training modules, publish, develop instructions for users, test new modules, assist with evaluation of modules, and publish updates.
• Provide troubleshooting and technical support for staff and volunteers for online training.
• Manage new volunteer registrations for online training and monitor/ document progress.
• Provide technical support for online webinars and meetings (set up and manage webinar meeting room).
• Analyze technology needs and recommend technology applications for training and program management and help implement the use of new technology.
• Advise the Director on technology problems/issues.

Office Skills/Management

• Secure bids, handle printing orders and track orders.
• Find locations for off-site trainings and special events; secure agreements/contracts for locations; and prepare training packages.
• Manage email distribution lists.
• Create and revise online secure documents as needed.
• Create and manage the site contact list.
• Manage volunteers in state and federal systems.
• Manage/coordinate special projects and other duties as assigned by Director.

Recordkeeping, Statistics and Data Entry

• Perform data entry.
• Manage program databases, including activating new users and sites.
• Manage the resource database.
• Review and address data upload errors between local and national databases.

Key Skills

• Attention to detail, strong written and verbal communication skills.
• Ability to navigate a variety of software applications and to learn new programs/ systems.
• Willingness to learn from staff and volunteers to build Medicare subject matter knowledge.
• Able to work well in a team setting.
• Able to manage multiple projects simultaneously, and adjust task lists as priorities change.
• Works well in a busy environment.
• Flexibility.

Employer Highlights

The Iowa Insurance Division Is a Well-respected Employer. We Are Focused On Providing Excellent Customer Service While Offering a Wonderful Team Atmosphere And Respect For Work-life Balance. We Have a Competitive Total Compensation Package For All Of Our Full-time Employees, Including

• Iowa Public Employees Retirement System (IPERS)
• Teleworking available two days per week
• Health, Dental and Vision Insurance
• Vacation Leave
• Sick Leave
• Paid Holidays (11 days/year)
• Flexible Spending Accounts
• Life Insurance
• Long-Term Disability Insurance

E-Verify and Right to Work

The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees. Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States. The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization. For more information, please visit www.e-verify.gov .

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, and experience equal to one year of full-time administrative support (e.g., screening visitors and callers; opening/distributing mail, typing/proofing documents, letters, and reports; organizing files; scheduling meetings/appointments; arranging travel; processing travel claims; ordering supplies/equipment) 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).
• A total of five years of education and/or full-time experience (as described in number one) where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience.
• Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as an Administrative Assistant 1.