Administrative Support Assistant 3

State-of-Iow; Des Moines (IA); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

IPERS

Health, dental, and vision insurance

Flexible vacation, sick leave, and 202

Life and disability insurance

Retirement savings options (RIC)

Flexible Spending Accounts

Flexible work environment

Job summary

The Iowa Department of Management’s Division of Information Technology seeks an Administrative Support Assistant 3 to serve as the front-office representative for the department in Des Moines. You will welcome visitors, route calls, and keep the front desk running securely and efficiently.

This role supports staff, leadership, and stakeholders with organized operations, maintained records, and space planning.

Qualifications

• Front-desk receptionist with professional demeanor.
• Ability to enforce security procedures and verify visitors.
• Proficient in preparing documents, scheduling meetings, and record-keeping.

Responsibilities

• Serve as the primary front-desk receptionist, welcoming visitors and ensuring a professional, secure, and efficient entry experience.
• Enforce office security procedures by verifying visitor authorization, managing sign-in/out processes, completing contractor security forms, and escorting guests as required.
• Answer and route calls from the main DOM DoIT telephone line, providing accurate information and messages to staff.
• Prepare, format, and assemble correspondence, reports, and documents, including photocopying, printing, and collating materials.
• Schedule meetings for administrators and staff, and manage reservations for conference rooms and learning spaces.
• Develop and maintain tracking documents, spreadsheets, and workflow tools to support administrative and operational functions.
• Record and distribute meeting minutes and ensure proper storage and accessibility of documentation.
• Assist in maintaining the organizational seating chart by processing updates, tracking changes, and supporting space-planning needs.
• Monitor daily front-office operations, reporting issues, building concerns, and staff requests to appropriate personnel.
• Maintain and update the DOM DoIT front office manual to ensure all procedures and reference materials remain current.
• Manage office supply inventory, including ordering, organizing, and maintaining the supply cabinet.
• Receive, document, sort, and distribute mail, packages, and deliveries for DOM DoIT staff.

Skills

Front desk

Customer service

Office procedures

Security protocols

Multitasking

Job description

The Department of Management (DOM), Division of Information Technology (DoIT), is seeking a professional, customer-focused Administrative Support Assistant 3 to serve as the primary front-office representative for the division. This role is essential in creating a welcoming and secure environment, supporting daily operations, and ensuring smooth communication across the organization. The ideal candidate will thrive in a dynamic setting, demonstrate strong organizational and communication skills, and provide dependable administrative support to staff, leadership, and visitors.

What You Will Do

• Serve as the primary front-desk receptionist, welcoming visitors and ensuring a professional, secure, and efficient entry experience.
• Enforce office security procedures by verifying visitor authorization, managing sign-in/out processes, completing contractor security forms, and escorting guests as required.
• Answer and route calls from the main DOM DoIT telephone line, providing accurate information and messages to staff.
• Prepare, format, and assemble correspondence, reports, and documents, including photocopying, printing, and collating materials.
• Schedule meetings for administrators and staff, and manage reservations for conference rooms and learning spaces.
• Develop and maintain tracking documents, spreadsheets, and workflow tools to support administrative and operational functions.
• Record and distribute meeting minutes and ensure proper storage and accessibility of documentation.
• Assist in maintaining the organizational seating chart by processing updates, tracking changes, and supporting space-planning needs.
• Monitor daily front-office operations, reporting issues, building concerns, and staff requests to appropriate personnel.
• Maintain and update the DOM DoIT front office manual to ensure all procedures and reference materials remain current.
• Manage office supply inventory, including ordering, organizing, and maintaining the supply cabinet.
• Receive, document, sort, and distribute mail, packages, and deliveries for DOM DoIT staff.

What We Are Seeking

• A highly organized and detail-oriented professional who excels in managing front-office operations, multitasking, and maintaining accuracy in a fast-paced environment.
• Strong communication and interpersonal skills with the ability to provide excellent customer service to staff, visitors, and external partners.
• Someone who is proactive, resourceful, and comfortable enforcing security protocols, following procedures, and supporting a wide range of administrative needs.
• A collaborative team member who can adapt to shifting priorities, learn new systems quickly, and contribute to improving office workflows and documentation.

What We Offer

• Flexible work environment
• Iowa Public Employees' Retirement System (IPERS)
• Health, dental, and vision insurance
• Generous vacation, sick leave, and paid holidays
• Life and disability insurance
• Retirement savings options (RIC)
• Flexible Spending Accounts

Why Work with Us?

At the Iowa Department of Management (DOM), we help government agencies across the state perform at their best by managing financial resources, technology, and information. Our mission is rooted in service—we provide efficient, innovative, and strategic solutions that empower agencies to fulfill their goals.

We’re guided by four core values:

• Integrity – We act with honesty and accountability.
• Teamwork – We collaborate to achieve shared success.
• Service – We are committed to excellence in public service.
• Partnership – We build strong relationships to drive results.

Working Arrangement

This position requires onsite work in Des Moines, IA each week. Employees meeting all expectations of their work responsibilities may request remote work and develop a hybrid/remote schedule collaboratively with their manager.

Please note, candidates for this position must reside in the state of Iowa at the time of starting the role.

Background Check Requirements

• After a conditional offer of employment has been made, and as the final step in the hiring process, candidates for this position will be subject to a background investigation, which may include but may not be limited to a verification of a candidate’s education, previous employment/work history, contact of personal references, motor vehicle records, and a criminal history check (including through Federal, State, or Local criminal justice agencies).
• Information gathered as part of such background investigation will be treated as confidential to the extent permitted by Iowa Code section 22.7, 8B.4A, and other

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.

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

1. Two years of full-time work experience in general office, clerical, data entry/processing, or related work.
2. 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.
3. 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.

For more information click on this link to view the job description.