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Employment Opportunities


Job Title

ADMINISTRATIVE ASSISTANT 2

Job Code

90709 ADMINISTRATIVE ASSISTANT 2

Auto req ID

18563BR

Location

Polk County

Location Zip Code

50319

Location City

Des Moines

Full/Part Time

Full-Time

Department

009-Agriculture

Salary Minimum

$40,747

Salary Maximum

$59,924

Job Description

This position is for permanent Department of Agriculture employees only. Those in any other status are not eligible to apply.

This position reports directly to the Director of the Division of Soil Conservation and Water Quality (DSCWQ) and is a non-contract, merit covered position.
 
Administrative Program Planning -- Provides administrative assistance to the DSCWQ Director, sets program goals and objectives and determine projects based on code authority and planning team input and in accordance with DSCWQ’s mission.  Compiles meeting materials, requests for technical proposals, contract payments, program expenditures, budget spreadsheets and reports. Compiles comprehensive fiscal year and interim reports.     Coordinates field day tours.  Travels throughout the state as necessary to coordinate and assist in program development and implementation.
 
Finance and Reporting Management System (FARMS) -- Determines FARMS program needs with all incentive programs including the Iowa Financial Incentive Program (IFIP), Resource Enhancement and Protection (REAP) Practices and Forestry and Native Grasses, and Publicly Owned Lakes (POL) and Water Quality Initiative (WQI).   Provides the IT agency with testing as new versions are developed.  Helps develop and update the training manual.  Assists with FARMS system user to access or update the program using a password and log-in information with the web-based A&A Enterprise system.  Serve as team member working with IT to continue improvements and updates to FARMS.  Generates letters and reports from FARMS for Secretary of Agriculture and the DSCWQ Director to present to the legislatures for budget request and review.   
 
Administrative General Duties -- Responsible for answering the DSCWQ main phone and follow up to see that all calls are answered and the needed information provided.  Coordinates and processes travel claims, develops travel agenda which includes working with a travel agent compiling  expense estimates, prepares written authorization requests and worksheets for the DSCWQ Director.  Processes the DSCWQ Directory which consists of 150 staff, 500 elected SWCD commissioners, and 100 field offices.  Assists Personnel Bureau in entering timesheets utilizing the Network Entry System (NES).   Develops and coordinates electronic mailing lists for public meeting announcements, field office staff, and partner and stakeholder organizations.  Prepares and disseminates communications to 100 field offices and 123 field office staff concerning policies and personnel advisories.  Responsible for maintaining DSCWQ filing system and copy for web-based policy and procedure manual used by all 100 field offices.  Provides administrative training and support to secretarial staff and new employees in the field office locations.  Provides  guidance in regards to filing procedures.  Manages administrative assistance and support to DSCWQ through correspondence, data base reports, quality control and audit procedures on the DSCWQs programs. Coordinates the State Soil Conservation Committee (SSCC) agendas, meetings, reporting, and program needs.
 
Elections -- Coordinator of elections for 500 SWCD elected commissioners.  Coordinates with the Secretary of State and Commissioner of Elections on the vacancies and elections to comply with the Iowa Code.  Coordinates the vacancies to be filled by the SSCC.   Maintains a database on all 500 elected commissioners’ names, addresses, townships, and terms.   Maintains a database of all 100 SWCD's assistant commissioners' names and addresses.
 
Records Management --  Coordinates records management for DSCWQ.  Manages the archive records on a regular basis.  Interacts with the State Archivist to ensure proper disposition of permanent records.  Assists the field staff with office records management for their files.
 
Partnership Responsibilities-- Receives and processes requests for quarterly payments from Loess Hills/Hungry Canyons and Southern Iowa Development and Conservation Authorities.
 
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Minimum Qualification Requirements

Graduation from an accredited college or university and experience equal to one year of full-time administrative or technical support work (e.g., determining budget, personnel and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness).

For additional ways to qualify, please click on this link to view the job description and minimum qualifications.

Post Close Date

23-Feb-2017

To Apply:

Submit a completed Iowa Department of Administrative Services - Human Resources Enterprise (DAS-HRE) application form by the closing date. To complete an electronic application form, click on “Apply for Job Vacancy(s)” button.  You may also mail an application form to: Iowa Department of Administrative Services - Human Resources Enterprise, Hoover State Office Building, 1305 East Walnut, Des Moines, IA 50319-0150 or fax your application to (515) 281-7970.

Point of contact for Applicant questions:

Gloria Stinson; Gloria.Stinson@iowaagriculture.gov

 

 

 

 

 

Mailing Address: IDALS,  Wallace State Office Building,   502 E. 9th Street,  Des Moines, IA 50319:     PH: 515-281-5321
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