Front Window Clerk Specialist - Clerk Specialist

Iowa; Des Moines (IA); On-site; USD 35,000 - 55,000; Full time

Job summary

Join a dedicated team at the Iowa Department of Health and Human Services as a Clerk Specialist Front Window Clerk, where your attention to detail will ensure the accurate processing of vital records. This role offers the opportunity to engage directly with the public, providing essential services that support community health and well-being. You'll be responsible for reviewing documents, managing customer inquiries, and ensuring compliance with statutory requirements. With a comprehensive benefits package and a commitment to professional growth, this position is perfect for those looking to make a meaningful impact in public service.

Benefits

Health, Dental, and Vision Coverage

Paid Time Off

Retirement Plans

Flexible Spending Accounts

Life Insurance

Employee Assistance Program

Employee Discount Programs

Qualifications

• Understanding statutory requirements for document acceptance.
• Accurate data entry and processing of vital records.
• Effective communication with customers regarding document status.

Responsibilities

• Review and process documents for vital records accurately.
• Communicate with customers about document acceptance and rejections.
• Manage fees collected and balance daily transactions.

Skills

Statutory Requirements Understanding

Document Processing

Customer Communication

Data Entry

Fee Management

Education

High School Diploma

Basic Math Courses

Office Management Training

Tools

Iowa Vital Events System

Spreadsheet Software (Excel)

Job description

Only applicants who meet the Minimum Qualification Requirements and meet all selective requirements (listed below) will be placed on the eligible list.

Summary:

The Iowa Department of Health and Human Services (HHS), Division of Public Health, Bureau of Health Statistics is seeking a Clerk Specialist Front Window Clerk to join our team!

Duties:

Provide a complete and comprehensive review of documents submitted to the bureau in-person or by VitalChek Will-Call and Forward to State. Documents submitted for review include, but are not limited to, the following requests:

• Application for a certified copy of an Iowa vital record
• Legal Change of Name court order
• Adoption Abstract
• Surrogacy court order
• Amendment to an Iowa vital record
• Voluntary Paternity Affidavit
• Court order to establish paternity
• Request for original certificate of birth prior to adoption
• Request to establish a delayed birth, marriage or death record
• Request of nonviable birth record

Desired Skills:

• Required to understand statutory requirements for documents submitted and make a decision to accept the documents for processing or reject the documents back to the customer. This includes, but is not limited to, identity, entitlement, supporting documentation and fees. Must be able to escalate issues to other bureau staff timely and in a manner that is clear and accurate.

• When accepting documents for submission, required to enter the documentation into the Iowa Vital Events System accurately and timely, scan and attach documents to the system and escalate the order for processing.

• When rejecting documents back to the customer, required to complete the rejection form in the Iowa Vital Events System, scan documentation, and communicate with the customer, both verbally and in writing, the reasons for the rejection. Communication must be accurate and complete.

• For application for a certified copy of a vital event, must be able to search the Iowa Vital Events System to find the requested record. Must be able to verify that the record is accurate based on the information provided in the application request.

• Must be able to print the certified copy of the vital record accurate and timely.

• For application for a certified copy of a vital event, must be able to perform review of the order andcertified copy printed to ensure that entitlement to the record exists and the certified copy is accurate based on the application.

• Must be able to communicate with the customer, both verbally and in writing. If there are issues with entitlement or accuracy of the record.

• Must be able to close the application request in the Iowa Vital Events System in manner that provides immediate customer service for customers submitting an application for a certified copy of a vital record in person.

• Must be able to accurately accept fees for all documents submitted, and balance fees collected daily using reports from the Iowa Vital Events System and credit card processing system.

• As well as other duties as assigned.

• Applicants must pass a background check prior to employment.

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.

For additional information on benefits click here.

Click here to see how we compare with other employers or offers by using our Total Compensation Calculator.

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).

Our agency uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visitwww.dhs.gov/E-Verify.

083 Typing Score of 40 or greater (40-49 WPM):
Information about typing tests and scores related to State of Iowa employment can be found at: https://das.iowa.gov/human-resources/state-employment/typing-test-information

AND

069 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
  

AND

482 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.

AND

162 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.Experience equal to three years of full-time clerical or closely related work;ORan equivalent combination of education and experience, substituting graduation from high school, G.E.D. equivalency or satisfactory completion of a recognized correspondence or formal job-related training course at the high school or equivalent level such as that offered by WIN, OEO, CEP, CIVEC or similar programs, for one year only of the required experience;ORan equivalent combination of education and experience, substituting nine months or thirty semester hours coursework in an accredited business school, college or university for each year of the required experience;ORcertification from the State of Iowa Administrative Assistant Certificate Program will substitute for six months of the required experience;ORemployees with current continuous experience in the state executive branch that includes the equivalent of eighteen months of full time experience as a resident treatment worker or Clerk–Advanced.

For additional information, please click on this link to view the job description.

***Please Note: If you do not have a test, you may schedule a time with IowaWorks locations across the state, schools or other places to take tests. We are temporarily allowing ONLINE tests. Many free and reliable tests can be found by searching online. A site that has been popular amongst applicants is speedtypingonline.com . You may also use typing.com or typingtest.com . The test can be accepted if it is witnessed by another person and it has met the requirements/guidelines on the document submitted.

These guidelines must be met and need to be on the typing document you submit :

• Gross number of words typed in a five minutetimed test
• Number of errors
• Net words per minute (one point deduction for each error)
• Your name and date must be on the document submitted to this office.
• And it must be signed off by a witness or from the typing website's electronic signature.
• Tests must be attached to the online application.