ADMINISTRATIVE ASSISTANT (PT/30 Hours)

Polk County; Des Moines (IA); On-site; USD 23,000 - 34,000; Part time

Job summary

Polk County in Des Moines, IA, seeks a confidential assistant to a department director or division manager. You will organize information flow, manage calendars and travel, handle confidential correspondence and records, and respond to public inquiries with professionalism.

The 30-hour/week role includes payroll support, budget spreadsheets, and preparing reports and presentations for departmental projects. Strong word processing, data entry, and discretion are essential.

Qualifications

• Degree(s) in business/public administration or equivalent experience.
• Experience in administrative support and handling confidential information.
• Proficiency with office software and records management.

Responsibilities

• Provides administrative support to department leadership with confidential documents.
• Manages calendars, travel, and correspondence independently.
• Responds to public inquiries and coordinates information flow with stakeholders.
• Prepares resolutions, reports, and departmental materials.
• Maintains filing and records management systems; supports program processes.
• Monitors payroll, employee records, and attendance entries per policies.
• Prepares routine financial documents and budget spreadsheets.
• Performs advanced clerical duties and supports program initiatives.
• Participates in special studies or committees as assigned.
• Performs related duties as assigned.

Skills

Office administration

Calendar management

Confidential information handling

Public inquiries handling

Communication skills

Data entry & accuracy

Budget spreadsheets

Multitasking

Professionalism

Records management

Education

Bachelor's Degree in Business or Public Administration

Associate's Degree in Business or Public Administration

Any equivalent combination of training and experience

Tools

Word processing

Spreadsheet software

Database software

Job description

Under general supervision, performs a broad range of responsible administrative work serving as a confidential assistant to a department director or division manager or supervisor. This position serves as the primary organizer of information flow, ensuring smooth communication with the public, clients, and other stakeholders. Duties include managing calendars, correspondence, confidential personnel matters, records, and public inquiries, and requires a high level of professionalism.

1. Provides administrative support to department director and/or division management, preparing and managing confidential correspondence, memorandums, reports, lists, tables, and other specialized documents.
2. Independently manages calendars, schedules, travel arrangements, and correspondence.
3. Responds to citizen inquiries, assists visitors, and serves as the central point of contact for public inquiries, maintaining professionalism and discretion; coordinates information flow between the public, department heads, and staff, ensuring consistent communication and efficiency.
4. Prepares resolutions and reports for governing bodies; prepares and updates various departmental manuals and organizes presentation materials for departmental projects.
5. Establishes and maintains filing systems, database systems, and records management processes for both confidential and general office documents; provides administrative support for various programs, including but not limited to billing processing and application processing and determination.
6. Monitors and processes departmental payroll, employee records, and personnel documents, adhering to employee manuals and internal policies and standards; verifies scheduled work hours and overtime and confirms accuracy of entries regarding leaves, compensation time, holiday pay, and shift differential.
7. Prepares routine financial documents and budgetary spreadsheets for review by department leadership.
8. Performs advanced clerical duties and document production, ensuring accuracy and compliance with department standards; manages assigned administrative tasks in support of departmental programs or initiatives.
9. Participates in special studies and serves on committees as directed; may serve as back up to assigned staff.
10. Performs related duties as assigned.

• Considerable knowledge of departmental or program policies, regulations, and procedures.
• Considerable knowledge of modern office management practices and advanced clerical functions.
• Knowledge of advanced word processing principles, practices, and methods.
• Knowledge of business English, spelling, grammar, and punctuation.
• Knowledge of mathematics and calculations.
• Knowledge of Polk County payroll procedures and timekeeping procedures.
• Proficiency in typing and data entry with high accuracy and speed.
• Skill in proofreading.
• Skill in the use of computer software word processing, spreadsheet, and database programs.
• Ability to provide guidance regarding personnel procedural matters to employees, supervisors, department officials, and the general public.
• Ability to compile and maintain records, reports, and other documents for processing.
• Ability to discretely manage confidential and/or sensitive information.
• Ability to compile data and prepare reports.
• Ability to manage multiple projects simultaneously while demonstrating flexibility for changing priorities.
• Ability to function courteously and effectively in stressful situations.
• Ability to make moderately complex decisions, in accordance with laws, rules, regulations, and departmental policies and procedures.
• Ability to consistently demonstrate professionalism, courtesy, and tact in telephone and personal interactions.
• Ability to communicate effectively both verbally and in writing.
• Ability to follow verbal and written instructions.
• Ability to file and maintain accurate and complete office records.
• Ability to occasionally lift up to 25 pounds.
• Ability to establish and maintain effective working relationship with other county employees, public officials, department heads, and the general public, fostering a collaborative and professional environment.

• Bachelor's Degree in Business or Public Administration, or related, and
• Two years of related administrative support experience, or
• Associate's Degree in Business or Public administration, or related, and
• Six years of related administrative support experience, or
• Any equivalent combination of training and experience that will have provided the required knowledge, skills, and abilities.

Special Requirements:

• A criminal background check is required.
• A drug screen is required prior to final offer of employment.
• Depending on assignment, candidate may be required to pass a National Fingerprint Criminal History Record Check through the Iowa Department of Criminal Investigation as defined in the State of Iowa code 235D.1 and Child/Adult Abuse Record Check through the Iowa Department of Human Services and Dru Sjoden National sex offender registry.

*This position is 30 hours per week and benefits eligible. Hours and days of the week may vary.

Polk County is committed to providing a work environment that is representative, at all levels, of the citizens we serve. Equal opportunities are available to all applicants and current employees regardless of race, color, national origin, religion, sex, sexual orientation, gender identity or expression, age, genetic information, military or veteran status, citizenship status, mental or physical disability, or any other applicable characteristics protected by law.