Administrative Support Assistant 3 Des Moines - 50319 - Polk County

Iowa National Guard; Des Moines (IA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health, Dental, and Vision Coverage

Paid Time Off

Retirement Plans

Flexible Spending Accounts

Life Insurance

Employee Assistance Program

Employee Discount Programs

Job summary

Iowa Health and Human Services is seeking an Administrative Support Assistant 3 to be the first point of contact at the Lucas State Office Building reception area, handling visitor screening, information, and directing inquiries.

This role requires exemplary customer service, organization, and discretion in a fast-paced public service setting, with responsibilities spanning mail, scheduling, travel, records, and coordination with HR and program staff.

Qualifications

• Exceptional customer service and interpersonal communication.
• Strong organizational skills with the ability to manage multiple priorities.
• Experience performing administrative, receptionist, or office support functions.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office applications including MS Teams, SharePoint, Outlook, Excel, Word, PowerPoint.

Responsibilities

• Greet, screen, and assist visitors and callers, providing information and directing inquiries to appropriate staff.
• Manage reception desk operations and monitor visitor access procedures for the Lucas Building.
• Provide guidance and support to new employees and visitors seeking assistance from Human Resources and other HHS programs.
• Answer routine questions regarding agency programs, services, regulations, and procedures.
• Open, sort, and distribute incoming mail and prepare standardized correspondence and responses.
• Prepare, proofread, and format correspondence, reports, meeting minutes, and other business documents for accuracy and professionalism.
• Schedule appointments, meetings, and conferences; coordinate travel arrangements and process employee travel reimbursements.
• Maintain records, track assignments, and follow up on information requests to ensure timely completion of work.
• Assist supervisors by distributing and balancing workloads, answering employee questions, providing instruction, and monitoring completed work.
• Order office supplies and equipment, process invoices, and coordinate maintenance and servicing of office equipment.
• Perform specialized administrative and clerical duties requiring independent judgment within agency policies and procedures.
• Review and process forms, applications, claims, permits, certifications, and related transactions.
• Support program specialists and managers with administrative projects, information gathering, budget tracking, and workflow coordination.
• Manage confidential, sensitive, and complex records while ensuring compliance with agency policies.
• Conduct research and prepare correspondence, reports, statistical summaries, legal documents, and other administrative materials.
• Compile and present information for agency leadership, government officials, staff, and the public.

Skills

Customer service

Interpersonal skills

Organizational skills

Confidentiality

MS Office

Tools

MS Teams

SharePoint

Outlook

Excel

Word

PowerPoint

Job description

Iowa Health and Human Services (HHS) is seeking a customer-focused and highly organized Administrative Support Assistant 3 to serve as the first point of contact for visitors, employees, and stakeholders at the Iowa HHS Reception Area within the Lucas State Office Building.

In this role, you will provide professional reception, visitor screening, and customer service support to individuals seeking assistance at the Iowa HHS reception window. You will assist visitors with building access, direct guests to appropriate locations, and support new employees seeking assistance from the Bureau of Human Resources.

The ideal candidate excels in customer service, communication, organization, and administrative support while maintaining professionalism and confidentiality in a fast-paced public service environment.

Key Responsibilities

• Greet, screen, and assist visitors and callers, providing information and directing inquiries to appropriate staff.
• Manage reception desk operations and monitor visitor access procedures for the Lucas Building.
• Provide guidance and support to new employees and visitors seeking assistance from Human Resources and other HHS programs.
• Answer routine questions regarding agency programs, services, regulations, and procedures.
• Open, sort, and distribute incoming mail and prepare standardized correspondence and responses.
• Prepare, proofread, and format correspondence, reports, meeting minutes, and other business documents for accuracy and professionalism.
• Schedule appointments, meetings, and conferences; coordinate travel arrangements and process employee travel reimbursements.
• Maintain records, track assignments, and follow up on information requests to ensure timely completion of work.
• Assist supervisors by distributing and balancing workloads, answering employee questions, providing instruction, and monitoring completed work.
• Order office supplies and equipment, process invoices, and coordinate maintenance and servicing of office equipment.
• Perform specialized administrative and clerical duties requiring independent judgment within agency policies and procedures.
• Review and process forms, applications, claims, permits, certifications, and related transactions.
• Support program specialists and managers with administrative projects, information gathering, budget tracking, and workflow coordination.
• Manage confidential, sensitive, and complex records while ensuring compliance with agency policies.
• Conduct research and prepare correspondence, reports, statistical summaries, legal documents, and other administrative materials.
• Compile and present information for agency leadership, government officials, staff, and the public.

Preferred Skills and Qualifications

• Exceptional customer service and interpersonal communication skills.
• Strong organizational skills with the ability to manage multiple priorities.
• Experience performing administrative, receptionist, or office support functions.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office applications included but not limited to MS Teams, SharePoint, Outlook, Excel, Word, PowerPoint
• Strong attention to detail, grammar, proofreading, and written communication skills.
• Ability to work independently and collaboratively in a professional office environment.

Benefits

Working for the State of Iowa comes with its perks. In addition to a competitive salary, you'll enjoy a comprehensive benefits package designed to support your well-being and professional growth:

• 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 Worklaws, 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.

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.