Administrative Support Assistant 3

State of Iowa - Executive Branch; Des Moines (IA); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Health, Dental, and Vision Coverage

Paid Time Off

IPERS Retirement Plans

Flexible Spending Accounts

Life Insurance

Employee Assistance Program

Employee Discount Programs

Job summary

The Iowa Department of Health and Human Services (HHS) seeks an Administrative Support Assistant 3 to join our team in Des Moines. You will screen applications, review vital records documents, and ensure compliance with Iowa Code and Administrative Rules.

You will enter data in IVES, produce certified copies, process fees, balance daily reports, and assist with VitalChek orders while delivering professional, customer-focused service.

Qualifications

• Two years of full-time work in general office or clerical roles.
• Total of two years of education and/or full-time experience; 30 college hours equals one year.
• Experience in data entry or processing and financial/billing tasks is a plus.

Responsibilities

• Screen applications at the front window and review vital records materials.
• Enter and verify data in the IVES system and issue certified copies.
• Process fees, balance daily financial reports, and manage VitalChek orders.
• Communicate with customers to resolve issues and explain rejections.

Skills

Clerical experience

Data entry

Office management

Customer service

Education

High school diploma or equivalent

Two years of college coursework

Tools

Excel

Job description

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 Iowa Department of Health and Human Services (HHS), Bureau of Health Statistics, is seeking an Administrative Support Assistant 3 to join our team!

This position is responsible for accurately screening applications that are submitted directly at the front window, reviewing and processing vital records documentation, and ensuring compliance with Iowa Code and Administrative Rules.

This position evaluates entitlement to vital records, performs detailed reviews of legal forms and supporting documents, and determines whether submissions meet statutory requirements for acceptance. The role includes entering and verifying data in the Iowa Vital Events System (IVES), producing certified copies of vital records, processing fees, balancing daily financial reports, and managing VitalChek order closure. This position communicates regularly with customers and stakeholders to resolve documentation issues, explain rejection decisions, and provide guidance on required legal or supporting materials.

In addition, this position supports the Legal Actions & Data Management team by assisting with vital record modifications, maintaining familiarity with program resources, and staying current on updates to Iowa Code and Administrative Rules. This role is essential in maintaining the accuracy, confidentiality, and integrity of Iowa’s vital records while delivering professional, customer-focused service.

Benefits

• Health, Dental, and Vision Coverage: Health and dental insurance packages to keep you and your family healthy at a low cost with outstanding coverage!


• Paid Time Off: Take time to recharge with paid time off, including vacation (96 hours/year to begin, increasing with years of service), sick leave (144 hours/year), and paid holidays (9 days/year).


• Retirement Plans: Participate in retirement plans such as IPERS (employees contribute 6.29% and the State of Iowa contributes 9.44%) as well as our Retirement Investors Club (RIC), Employer Sponsored Retirement Plan (the State of Iowa matches dollar for dollar up to $75/month).


• Flexible Spending Accounts: Take advantage of flexible spending accounts for medical and dependent care expenses.


• Insurance Coverage: Benefit from life insurance and free long-term disability insurance for added peace of mind.


• Employee Assistance Program: Access resources and support through our Employee Assistance Program for personal and professional challenges.


• Employee Discount Programs: Enjoy discounts on a variety of goods and services through our employee discount programs.

Background Checks

Applicants will be required to complete a background check to be considered for this position.

The State of Iowa is an EEO/AA Employer

HHS values those with “lived experience” and encourages adults who were fostered as youth, foster parents, and/or parents who were in the DHS system to apply. Minorities, women, persons with disabilities and veterans are encouraged to apply (Hearing and Speech Impaired – Relay Iowa 1-800-735-2942 TDD).

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.

All work performed on behalf of Iowa Health and Human Services must occur in the State of Iowa.

Selectives

Clerical Accounting

3 years of basic high school math courses (or 12 semester hours of college level basic math courses or above) or 6 months’ experience where clerical accounting was a major function of the job which required the following:

• Ability to apply math skills in addition, subtraction, multiplication, division, percentages and fractions and basic algebra to pre-established accounting systems or procedures.


• Ability to use and modify electronic spreadsheet software such as EXCEL


• Ability to interpret and apply fiscal regulations


• Ability to read and understand basic financial and statistical reports

Office Management

6 months' experience or 12 semester hours or a combination of both where the applicant has received training in or been in charge of all or part of an office operation that included all or some of the following:

• Correspondence and other files and recordkeeping


• Answering phones and greeting the public


• Cashiering


• Bill collection and payment


• Accounting


• Facility management


• Secretarial and general clerical work Coursework or experience limited to straight clerical functions is not applicable; the applicant must have education or experience aimed at managing these operations, even in a one-person office, where they were the primary party responsible for them. The applicant may have also supervised other staff but that is not required as long as they were in charge of managing the office or have taken coursework concerned with managing an office.

Data Entry

6 months’ experience, 12 semester hours, or a combination of both in the process of entering data into a computerized spreadsheet or database.

Minimum Qualification Requirements

• Two years of full-time work experience in general office, clerical, data entry/processing, or related work.


• A total of two years of education and/or full-time experience (as described in number one), where thirty semester hours of accredited college or university coursework in any field equals one year of full-time experience.


• Current, continuous experience in the state executive branch that includes six months of full-time work as an Administrative Support Assistant 2 or eighteen months of full-time work as an Administrative Support Assistant 1.