Clerk Specialist Jobs

The Iowa Department of Public Defense is recruiting a Clerk Specialist to assist the state.

Work Schedule

Flex Rotational Schedule to include weekends Tuesday thru Saturday 12:30 pm-9:00 pm Full-time 40 hours. Candidate will work under general supervision performing lodging and wellness center support duties as directed by Lodging Public Service Supervisor. The Lodging Public Service Supervisor is under the authority of a military chain of command and directs the work of the Lodging Office based on military requirements. Conduct self in a businesslike manner, extending courtesy to all, and accomplish tasks in a situationally timely manner and meet deadlines as established.

• Under general supervision covers the Wellness Center so that the facility can stay open to serve patrons during the absence of an Activities Assistant or other regularly scheduled staff. Provides administrative leadership and support to the facility and staff in the absence of the Public Service Supervisor. This position is expected to be a trained and knowledgeable person in Wellness Center office/building procedures so as to be available when necessary due to absence of staff. Have knowledge of Wellness Center operating procedures and methods which include, but are not limited to: opening/closing procedures, scheduling unit activities in the Wellness Center, issue/receive equipment, maintain usage records, keeping facility/equipment clean and ensure that patrons maintain proper conduct.
• Provide direction as needed to the custodial workers working on the shift. Maintain contact with custodians so as to assign changes and additions in rooms to be cleaned. Confirm with custodians that required work has been accomplished before the end of their shift. When necessary to support military, law enforcement, or civilian users of facilities with custodial service make the assignment based on the time needed to accomplish mission. Display good judgment and apply responsible reasonable effort to accommodate requests for custodial services. Document issues that arise from individual custodian work performance, both positive and negative, so as to describe an accurate record of the situation or incident. Provide supervisor with this information in a timely manner for action and settlement. Must have strong skills in Microsoft office and excel applications to include access data bases. Must submit to and pass a background check to obtain and maintain a federal CAC (computer access card).
• Perform Lodging office duties as directed, but not limited to; scheduling reservations, determining official/unofficial charges, providing check-in services, collecting funds for chargeable quarters, preparing housekeeping schedule, performing key check in and out procedures, balancing end of shift transactions and receipts, reporting maintenance needs, and handling questions and requests both in person and over the phone. Ensure safety of all patrons in the building and performs walkthroughs of the building as well as various lodging buildings on post.
• Perform various administrative and other duties as requested and assigned to support the needs of the Lodging Public Service Supervisor and the Camp Dodge Joint Maneuver Training Center. These tasks include, but are not limited to: computer inputting, data research and composition, writing letters and correspondence, creating documentation, compiling information and reports, receiving requests and scheduling facilities, submitting purchase orders, collecting fees, maintaining historical records and files, preparing temporary hand receipts, issuing and clearing facilities, performing Lodging functions, handling coordination needs, and fielding telephone traffic. Use own initiative to personally handle matters and follow-up to ensure adequate handling of situations. Act in the absence of managers to perform tasks based on a new priority, requests for assistance, building environmental needs, or other unforeseen requirement or events. Make on-the-spot decisions to handle problems and coordinate efforts of others in most efficient manner. Follow policies, procedures, guidelines, regulations, work rules, and verbal instructions. Use sound judgment based on knowledge of these written and verbal sources. Always conduct self in a professional and businesslike manner. Extend courtesy to all. Perform all business activities to best serve the Camp Dodge JMTC. Must be well versed in Microsoft office, Excel, and access data bases. Must possess a baseline knowledge of accounting and book keeping practices.
• Methods of conducting Lodging business will be according to established policies, procedures, regulations, guidelines, and directives. Customer service is a priority in doing business. Exercise reasonable judgment balancing Lodging practices and customer needs when making decisions dealing with out of the ordinary situations. Determine Lodging priorities when coordinating with lodging custodial workers. Report maintenance needs to an online work request system and supervisor if the issue is emergent. Inform responsible supervisor of any valid customer complaint. Conduct self in a professional and courteous manner. Display initiative in performing duties to the established standards.

Minimum Qualification Requirements

Experience equal to three years of full-time clerical or closely related work;

OR

an 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;

OR

an 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;

OR

certification from the State of Iowa Administrative Assistant Certificate Program will substitute for six months of the required experience;

OR

employees 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.