Front Desk & Administrative Support Specialist

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 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.