Salary $45,635.20 - $67,100.80 Annually

Location Ames - 50010 - Story County, IA

Job Type Full-time

Agency 645 Iowa Department of Transportation

Job Number 23-01593

Closing 11/17/2022 11:59 PM Central

Point of Contact Veronica Tolander - Veronica.Tolander@iowadot.us

Job Description

Definition 
Performs administrative program work of a moderate to considerable scope and diversity assisting the Procurement and Distribution Bureau Director and Assistant Director with program responsibilities; performs related work as required.
 
Job Description 
Are you looking for a new opportunity? Are you highly organized and strive for new ways of doing things? Do you want to be a part of the Iowa Department of Transportation's (DOT) commitment to service?  If so, look no further!
 
The Iowa Department of Transportation (DOT) is looking for a new member to join its team! As an Administrative Assistant 2, you’ll be a part of the Procurement and Distribution Team. You will serve as the administrative support of this bureau and its director(s). This team is responsible for the annual procurement of over 100 million dollars in goods and services used by the Department of Transportation along with Distribution functions.
 
Iowa DOT’s Mission is Making Lives Better Through Transportation. To accomplish our Mission, the person selected for 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.
 
What you will need: 
Customer Service – Principles and processes for providing customer services, including customer needs assessment, meeting quality standards for services, and evaluating customer satisfaction.  

Administration and Management – Business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.

Clerical Procedures- Proficient in Microsoft Office Suite, understand Workday platform or ability to learn new technologies quickly.  Organize and manage files and records including mail collection, distribution, and scanning. Other office functions may apply. Knowledge and experience in supporting a team’s administrative needs, project coordination and budget analysis experience. Experience in scheduling and calendar management.
 
Here is what you will do:  
Responsible for intake of all Procurement & Distribution Bureau vendor/internal customer mail, emails and phone calls. Serves as point of contact for bureau, project coordination, personnel, and information management system issues. Review and prioritize urgency and delegate to either a manager or appropriate responsible agent, or team member within the Procurement and Distribution Bureau.  

Attends Procurement & Distribution bureau regular and special meetings.  Participates in discussions to communicate bureau points of view.  Document meeting notes and tasks required for communication to bureau.
 
Pick up mail daily and scan all appropriate invoices, insurance copies and distribute to all appropriate parties. Distribute checks and vouchers to Accounts Receivable. Engage Procurement and Distribution bureau team in questions received via mail. Monitors progress toward bureau goals and objectives; identifies and communicates opportunities for improvement. Maintains support documents for travel/training budget and gathers supporting data.  Books trainings and travel for bureau employees.  
 
What’s in it for you? 

1. Collaborative, positive work environment 
2. Flexible work schedule 
3. Competitive benefits package: Click Here (Download PDF reader) 

If you require a reasonable accommodation in completing any screening, interviewing, pre-employment testing, or otherwise participating in the employment selection process, please direct your inquiries to the following email: aa-eeo@iowadot.us
 
Reasonable accommodation such as: interpreter, translator, written materials, modified equipment / devices, ADA access, etc. This does not include scheduling needs.
 
Join Us!

Minimum Qualification Requirements

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

1. Graduation from an accredited four-year college or university with a bachelor's degree in any field, and experience equal to one year of full-time administrative support (e.g., screening visitors and callers; opening/distributing mail, typing/proofing documents, letters, and reports; organizing files; scheduling meetings/appointments; arranging travel; processing travel claims; ordering supplies/equipment) 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).
2. A total of five years of education and/or full-time experience (as described in number one) where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience.
3. Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as an Administrative Assistant 1.

For additional information, please click on this link to view the job description (Download PDF reader).