Records Indexing/Scanning Administrative Support Assistant 1

State of Iowa; Ankeny (IA); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Flexible spending

Life insurance

IPERS Retirement

401A plan

Paid time off

Job summary

Iowa Department of Transportation in Ankeny, IA is seeking an Administrative Support Assistant 1 to provide upbeat, professional customer service and manage motor vehicle records and imaging tasks. The role supports the Bureau of Enforcement, Auditing and Records within the MVD, with a standard 8:00 AM–4:30 PM schedule and potential flex options.

The position emphasizes accuracy in documentation, data entry, and driving record processing, with opportunities for growth and a solid benefits

Qualifications

• No specific education or work experience required.
• Typing ability may be tested with 40 WPM net.

Responsibilities

• Operate a mass document scanner and import documents into the imaging system, assigning accurate indexing codes.
• Index documents into the appropriate ERMS folders using customer information and assigned route codes.
• Determine whether documents should be routed or dropped based on written instructions and route codes.
• Review and correct poor-quality scans prior to storage to ensure clear and accurate images.
• Verify that all pages within a document belong to the same customer by reviewing each page individually.
• Provide backup to mailroom responsibilities.
• Create new customer records when needed, entering available demographic and identifying information.
• Verify customer information through thorough document review and available online resources.
• Review and process driving record inquiries submitted by phone or on paper, including Court Certified Driving Record requests.
• Maintain accurate driving records in full compliance with Iowa Code, Administrative Rules, and federal MCSIA requirements.

Skills

Positive attitude

Top notch customer service

Problem solving

Organization skills

Time management

Team oriented

Job description

Are you looking for a new opportunity? Do you want to be a part of the Iowa Department of Transportation's (Iowa DOT) commitment to service? If so, look no further! Our Motor Vehicle Division is looking to fill an Administrative Support Assistant 1 position. As a member of our team, you'll play a vital role in maintaining safe mobility for every traveler in our state by providing upbeat, quality, and professional customer service and meeting customer needs in all program areas of the office. This is done by reviewing applications, requesting personal information from motor vehicle records, and maintaining records of current Driver's Privacy Protection Act agreements.

For more than a century, the Iowa Department of Transportation has promoted the growth and betterment of Iowa's transportation system by ensuring we are Making Lives Better Through Transportation. Headquartered in Ames, Iowa, the Iowa DOT continues to serve the transportation needs of Iowa and its citizens. This position will demonstrate actions and behaviors guided by the Iowa DOT’s five CORE values: Safety First, People Matter, Customer Focused, Servant Leadership, and Integrity Without Exception. We care deeply about providing exceptional service to Iowans.

Location : Bureau of Enforcement, Auditing and Records, MVD, Ankeny, Iowa

Shift : Monday - Friday, 8:00 AM - 4:30 PM; Flex schedule available

Your responsibilities include, but are not limited to:

• Operate a mass document scanner and import documents into the imaging system, assigning accurate indexing codes.
• Index documents into the appropriate ERMS folders using customer information and assigned route codes.
• Determine whether documents should be routed or dropped based on written instructions and route codes.
• Review and correct poor-quality scans prior to storage to ensure clear and accurate images.
• Verify that all pages within a document belong to the same customer by reviewing each page individually.
• Provide backup to mailroom responsibilities.
• Create new customer records when needed, entering available demographic and identifying information.
• Verify customer information through thorough document review and available online resources.
• Review and process driving record inquiries submitted by phone or on paper, including Court Certified Driving Record requests.
• Maintain accurate driving records in full compliance with Iowa Code, Administrative Rules, and federal MCSIA requirements.

What Makes You Stand Out?

• Positive attitude
• Top notch customer service
• Problem solving
• Organization skills
• Time management
• Prefers a team-oriented environment

• Competitive pay and benefits package including health, dental, flexible spending, and life insurance.
• Insurance benefits start the first of the month following 30 days of employment. 2025 health and dental insurance premiums can be found here.
• Opportunities for professional growth and development.
• Paid time off effective immediately - biweekly vacation, separate sick leave, accruals rollover on a yearly basis, and 9 paid holidays per year.
• Iowa Public Employee Retirement System (IPERS) Retirement Package with employer match
• Optional 401A plan with employer contributions.
• Employee Discount Programs from a variety of vendors (vision, cellular, fitness, recreation, season passes, travel, counseling; legal, financial).

We encourage you to view more about the State of Iowa Employee benefits and costs at the State of Iowa Employee Benefits Website!

Iowa DOT complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the EEO & ADA Officer at 515-689-1009 or via email at [e-mail].

NOTICE: This position is a covered position under the REAL ID Act of 2005, 49 U.S.C. § 30301 note, as further defined in 6 CFR Part 37. Any applicant selected for employment in this position must submit to and pass a background check of the form and content required by 6 CFR 37.45.

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.

No specific education or work experience required.

Within a period of time after hire, as determined by the appointing authority, employees in this class may be required to type at least 40 WPM net as demonstrated by the completion of a typing examination.