ADMINISTRATIVE SUPPORT ASSISTANT

Polk-County,-Ia; Des Moines (IA); On-site; USD 34,000 - 48,000; Full time

Job summary

Polk County in Des Moines, IA is seeking an Administrative Support Specialist under direct supervision to assist the public and county staff with information, forms, registrations, and other documents relative to the department. This role involves front desk duties, data entry, records management, meeting coordination, and collaboration with team members.

A high school diploma and two years of clerical experience are required; bilingual English/Spanish may be preferred depending on assignment.

Qualifications

• High school diploma or equivalent.
• Two years of office assistance or clerical experience.
• Bi-lingual English/Spanish may be preferred depending on assignment.
• Ability to communicate clearly, both verbally and in writing.
• Proficiency in typing and data entry with high accuracy.

Responsibilities

• Serves as the primary point of contact for public inquiries, provides program information, and assists with forms and registrations.
• Composes, processes, and distributes records, correspondence, and supplies.
• Maintains records and data entry with accuracy; handles fees and permits as assigned.
• Organizes meetings, prepares agendas, takes minutes, and manages conference room scheduling.
• Collaborates with team members and acts as backup to other clerical staff.
• May record and transcribe meeting minutes.
• Performs related duties as assigned.

Skills

Typing

Data entry

Communication (verbal & written)

Mathematical calculations

De-escalation

Customer service

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Job description

Under direct supervision, performs a variety of administrative support duties that require knowledge and understanding of the department’s mission, rules, regulations, goals, and services. Depending on assignment, this role involves extensive public interaction, including managing incoming phone inquiries and providing assistance at a front desk or public counter.

1. Serves as a primary point of contact for public inquiries, provides accurate program information and assists the general public, other County departments, clients, and contractors with information, application forms, registrations, and other documents relative to assigned department. Resolves basic issues independently in-person, over the telephone, and directs callers and visitors to appropriate personnel, ensuring a welcoming, courteous, and efficient experience for all visitors and callers.
2. Composes, compiles, processes, and distributes records, correspondence, other documents, and supplies, ensuring clarity and adherence to departmental policies and procedures.
3. Maintains a variety of records and files, including calculating, collecting, recording, and filing fees, permits, and other documents depending on assignment department or office; performs data entry of related information, ensuring accuracy.
4. Organizes, schedules, and attends meetings; prepares agendas, takes minutes, and takes action on follow up items; maintains conference room scheduling as needed.
5. Collaborates with team members on administrative tasks to support division functions, including serving as back-up to other clerical staff as needed.
6. May be responsible for recording and transcribing meeting minutes.
7. Performs related duties as assigned.

• Knowledge and ability to maintain departmental policies, procedures, goals, objectives, and standards.
• Knowledge of assigned departmental mission and functions.
• Proficiency in typing and data entry with high accuracy and speed.
• Skill in the use of Microsoft Word, Excel, and other relevant department software applications.
• Ability to communicate effectively verbally and in writing, including composing letters, memos, and work instructions.
• Ability to accurately perform mathematical calculations.
• Ability to make minor decisions in accordance with laws, rules, regulations and departmental policies and procedures.
• Ability to effectively prioritize workload and adapt to changing priorities and/or deadlines.
• Ability to file alphabetically and numerically and maintain office records.
• Ability to de‑escalate situations, handle complaints, and display active listening.
• Ability to frequently lift up to 15 pounds and to remain seated for extended periods, depending on assigned department.
• For positions in the Treasurer’s Office, ability to occasionally lift up to 55 pounds and push and pull up to 20 lbs.
• Ability to establish and maintain effective working relationships with other County employees, representatives of other agencies, and the general public, fostering a collaborative and professional work environment.

• Graduation from high school or equivalent education, and
• Two years of experience in office assistance, clerical work, records processing, or related office work, or
• Any equivalent combination of training and experience that will have provided the required knowledge, skills, and abilities.
• Bi‑lingual skills (English/Spanish) may be preferred depending on assignment.

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.
• For positions within the Treasurer’s Office, candidate must pass a post‑employment physical examination and physical capacity testing to ensure the candidate meets the essential physical requirements of the position.